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No. Series and Journal Entries

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Posted on by Casper Leibowitz 470

Hi. My company is currently implementing Dynamics NAV, and we encountered a potentially troublesome issue with the Item Journal.

Here's how it goes. We are making devices that require many different raw material items in Production Orders. Numerous employees are used to making item transactions, and they might all potentially create Journal Entries at the same time.

We initially created a No. Series specifically for the Item Journal, which works fine in smaller transaction volume. However, for example, if three users decide to create an Item Journal entry at the same time, their assigned Document Number will be the same for all of them, and nobody will know others are currently working on the same Document No. So, if one of them posts first, the other two will lose all of their work, which may involve entering multiple lines in the journal, with item traceability and so on.

I know that in other NAV modules, the same situation can happen as well. In some modules, this issue might not be that important. But in others, like the Item Journal, the Consumption Journal, the Output Journal or the Payment Journal, the same issue can truly become very frustrating and cumbersome.

The less complicated work-around for the users would be to create one No. Series per batch per user. This implies we need to create dozens and dozens of different No. Series in NAV. I fear this makes our process unwieldy.

Does anyone know how we could manage this situation in a less clunky manner ? Thanks a lot.

  • Casper Leibowitz Profile Picture
    Casper Leibowitz 470 on at
    RE: No. Series and Journal Entries

    Thanks Olof. We did set up NAV to use the production order number for entries in the Consumption and Output Journals, and it works fine as it should. We also decided to go ahead and create batches for every employee that will use the Item and Reclass journals, with a different No. Series for each of them.

    Obviously this should work, although we have this intermittent issue in NAV 2013 R2 with the Batch Name Dropbox, that usually appears at the upper-left corner of the Journals' modules. At times, it simply doesn't show itself at all. The users then cannot select their batch to do their transactions, so it can be annoying (especially when our NAV provider doesn't believe us that it actually happens ...)

    So is this an issue that somebody else encountered with NAV 2013 R2 so far ?

  • Verified answer
    Community Member Profile Picture
    Community Member Microsoft Employee on at
    RE: No. Series and Journal Entries

    You should be able to use the consumption and output journal without number series if you setup NAV to use the production order number number as the document number (in manufacturing setup).

    Then for those all you need is to create different batches. To me those are the item related journals that has the most user interactions.

  • Casper Leibowitz Profile Picture
    Casper Leibowitz 470 on at
    RE: No. Series and Journal Entries

    We currently have over 3,000 items/parts in our Item Master. More than half are either raw materials, supplies or consumables. So this gives a good idea of the importance of the Item Journal in our everyday operations.

  • Community Member Profile Picture
    Community Member Microsoft Employee on at
    RE: No. Series and Journal Entries

    just curious, how many items/parts do you have in your item master?

  • Casper Leibowitz Profile Picture
    Casper Leibowitz 470 on at
    RE: No. Series and Journal Entries

    Great! Thanks Aleksandar. We do use NAV 2013 R2, so this answers parts of my question, at least for the General Journal and the Payment Journal for example. However, according to the How To on the MSDN website, this feature is only available for the journals based on the General Journal, so I suspect this is not available in any way in the Item Journal, which may be the journal with the highest transaction volume, regarding the previously described situation. As far as I'm concerned, I didn't find it so far.

    This is somewhat odd that Dynamics NAV doesn't offer this feature for every journal. Our former ERP was implemented in 2004, and if somebody was doing an inventory transaction, the next person was given the next transaction number to work on.

    But if there is no other solution than multipling the No. Series for every batch for the Item Journal, we'll do it then.

    Casper

  • Verified answer
    Aleksandar Totovic Profile Picture
    Aleksandar Totovic 16,765 on at
    RE: No. Series and Journal Entries

    As you said, you can make different batches for each user with different No.Series.

    But, if you use NAV2013R2, you can use new featuure - 'Renumber Document Numbers' on Journals. If you use some older NAV version, you need to maker some customization if you don't want to use many batches.

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