Five Best Practices for Number Sequence Setup in Dynamics 365 Finance and Operations

By Tammy Plowman | February 3, 2022

Number sequences manage the unique identifiers for master and source data, as well as the transactional entries throughout the system. Given the considerable number of records that require a number sequence, it is easy to see how your approach to configuring these can be very impactful! Here are five best practices for number sequence setup in Dynamics 365 Finance and Operations

1. Plan out your number sequence strategy

Categorize the values by types such as master data, source documents, and transactional values. Consider the needs of external and external stakeholders.

Number sequences can be utilized to help easily identify certain types of records throughout the system just by adding a specific prefix or numbering convention to the number sequence that indicates the type of record. You must be mindful of how many characters will be consumed by a prefix especially if you must account for different company identifiers. Be sure that the entire number sequence is visible to users throughout the system.

2. Only create number sequences for the business processes that will be executed

For example, if you will not be working with “Letters of guarantee” in the Cash and bank module, then do not create and assign a number sequence to support it.

You can still use the wizard to create number sequences, just be sure to filter the list down to the applicable options. Deletion of unused number sequences is also possible.

3. Know which number sequences are required to be accounted for in a continuous series and apply the continuous setting only to those number sequences

It should be a shortlist including Sales orders, Purchase orders, Customer invoices, etc.

When using the wizard, a considerable number of sequences are generated with the continuous flag set. You will want to un-check this setting where it is not needed.

4. Make sure that the numeric range will support more than a fiscal year of transactional volume

Also, make sure that a review of number sequences is included in a Periodic close process checklist to ensure number sequences are being periodically reviewed.

Be sure to review the smallest number value if the wizard was used as not everything will begin with “1” as you might expect. Some of the numbers begin with a larger value to decrease overlap.

5. Use data management to export the number sequences and their references

This makes review a bit easier and serves as a great source document!

A well-defined and thoughtfully constructed number sequence is a beautiful thing. It does the job it was designed to do, and Users of the system can readily trace transactions as needed.

As always, if you are considering revamping number sequences in your Production system, please make your changes in a Test environment first to validate that they will work as expected.

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