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What is the use of groups in Document Numbering series in sap b1?

Dear All,

Could you please let me know , What is the use of groups in Document Numbering series in sap b1?

Thanks in advance.

Regards,

GOPI KISHAN

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6 Answers

  • Posted on Aug 06, 2013 at 01:33 AM

    Hi GOPI KISHAN

    The 'Group' field in the document numbering -> series set up screen (Found at: Administration -> System Initialisation -> Document Numbering -> Series - Marketing document - Setup) is used to control user access to the various numbering series for marketing documents.
    The group functionality works by assigning a 'group' to the numbering series. Then we give users authorisations to the series groups in the 'General Authorisations'.
    When this is complete the user can only access documents where the authorisation granted to them for the particular 'group' in 'General Authorisation' matches the group assigned to document numbering series.
    This implies that users can only view or use document numbers where they have been assigned a relevant authorisation and the specifc group number has been assigned to the document numbering series.

    Initial defineiton required for the 'group' Functionality

    Assumption:

      1. The 'group' functionality is required on the Ar Invoice.
      2. Initially there is only one series defined for the Ar Invoice.
      3. The 'Period Indicator' is 'Default'.

    Method

      1. In Document Numbering -> Series - Ar Invoice - Set up, create a second series.

    To create a second series:

    In the 'Primary' series for the field 'Last No.', enter a figure which will be the last number in the primary series.

    Go to Data -> Add Rows.

    Give the new series a name, for example 'Second', in the 'name' field and a 'First No.' which is greater than the 'Last No.' of the primary series.

      2. For the 'primary' series in the field 'group' assign the number '1'.
      3. For the 'Second' series in the field 'group' assign the number '2'.
      4. Next go to the 'General Authorisations' (Administration -> System Initialisation -> Authorisation -> General Authorisation).
      5. Here choose a user, e.g. user1, on the left hand side.
      6. On the right hand side navigate to 'Series'(Administration -> System Initialisation -> Series).
      7. Give user1 'Full Authorisation' for 'Series - Group No. 1' and 'No Authorisation' for the remaining 9 groups(i.e. Series - Group No. 1 and Series - Group No. 3 to Series Group No. 10).
      8. On the left hand side of the window now choose a second user e.g. user2.
      9. Again on the right hand side navigate to 'Series'.
      10. Give user2 'Full Authorisation' for 'Series - Group No. 2' and 'No Authorisation' for the remaining 9 groups(i.e. Series - Group No. 2 to Series Group No. 10).

    Result
    When user1 is adding an Ar Invoice only the 'Primary' numbering series will be available.

    When user 1 is searching for Ar Invoices, only those documents which use numbers from the primary series will be available to view. No documents added with the 'second' series will be available to view.

    When user2 is adding an Ar Invoice only the 'Second' numbering series will be available.

    When user 2 is searching for Ar Invoices, only those documents which use numbers from the second series will be available to view. No documents added with the 'primary' series will be available to view.

    Hope Helpful

    Regards

    Kennedy

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  • Posted on Aug 04, 2013 at 10:24 AM

    Hi,

    Sorry. Below reply is not relevant to your questions.

    For example, if you want raise PO with different due dates from the single PO( main PO) through split purchase order, then system will create group number for single PO number.

    PO document Number 6260000 and contains five line items, then system will create purchase order with the document numbers,

    6260000-1

    6260000-2

    6260000-3

    6260000-4

    6260000-5

    Here 1 to 5 is group number.

    Hope helpful.

    Thanks & Regards,

    Nagarajan

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  • Posted on Aug 05, 2013 at 05:24 AM

    Hi,

    Groups are used to limit the series to a certain user group.

    -Rafaee M

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  • Posted on Aug 05, 2013 at 06:07 AM

    Hi,

    Please check Note No. : 1047055 regarding the detailed explanation on the group field in document numbering.

    Hope it will help to clarify your question.

    Kind Regards,

    Jitin

    SAP Business One Forum Team

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  • Posted on Aug 05, 2013 at 08:21 AM

    Hi GOPI KISHAN,

    I have used the group for below scenario, based on this sample you may get some idea.

    One for our client having system, one person will create local sales order other person will create Export sales order.

    So we have created 2 different numbering series

    Assign Group 1 for first series

    Assign Group 2 for second series

    Through authorization ->Administration->System Initialization->Numbering Series

    we have blocked the authorization for Group 2 for User 1 , then block the Group 1 for User 2

    Now each users can see their sales order only. This is how i make it use of the group.

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  • Posted on Sep 04, 2013 at 03:30 PM

    Have you checked does the issue solved or not if not pls ask your questions

    if solved pls close the thread with correct or helpful answers

    Regards

    Kennedy

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