Defining number ranges

Guided tour available

The guided tour Number-ranges is available for the Setup » Documents » Number ranges menu. The tour shows you the most important functions step by step.
You can find the tour in the bottom left corner of the Setup » Documents » Number ranges menu. Click on Guided tours to start the tour.

In order not to lose track of the multitude of documents and their numbers, the Setup » Documents » Number ranges menu provides settings for number ranges. Here, you can define number ranges for your documents and thus e.g. automate the assignment of unique invoice numbers.

1. Assigning user rights

Back end type users can only see certain areas and menus in PlentyONE. This means they only have limited access to the system. If you want back end type users to work with number ranges, you have to grant them at least the following rights:

Documents > Number ranges > Read
Documents > Number ranges > Update
Documents > Number ranges > Delete

2. Configuring columns in the overview

In the overview of the number ranges, you can configure the table columns according to your needs. When opening the menu for the first time, the default view of the table is shown. By clicking on Configure columns () at the top right, the table with the available columns opens. Here, you can select the columns that you want to be displayed and also define the order in which they are shown. To do so, proceed as follows.

Configuring columns in the overview:

Go to Setup » Documents » Number ranges.
At the top right, click on Configure columns ().
→ The window Configure columns opens.
Select () the columns that should be displayed. Pay attention to the explanations given in Table 1.
Move () the columns via drag-and-drop to the desired position until they are displayed in the desired order.
Add or remove columns according to your needs.
Click on Confirm.
→ The settings are saved.

Table 1. Table columns for number ranges
Setting	Explanation
Selection	By using the selection box, you can select the number range in order to carry out actions such as editing or deleting the number range. This is a default column.
Active	Shows whether the number range is active () or inactive (). If a number range is active, it is automatically used for new documents of this type. Note that active number ranges cannot be edited or deleted. *Tip:* When searching for number ranges, you can sort the search results in ascending or descending order according to the date of the last activation. To do so, click on the arrow that appears next to the column title. This is a default column.
Name	Shows the name of the number range. *Tip:* When searching for number ranges, you can sort the search results in ascending or descending order according to the name. To do so, click on the arrow that appears next to the column title. This is a default column.
Document type	Shows the document type of the number range. This is a default column.
Prefix	Shows the prefix of the number range (e.g. EN-INV). This is a default column.
Last (de)activation	Shows the date on which the number range was last activated or deactivated. *Tip:* When searching for number ranges, you can sort the search results in ascending or descending order according to the date of the last (de)activation. To do so, click on the arrow that appears next to the column title. This is a default column.
Actions	Allows to activate () and delete () the number ranges via the context menu ().
Prefix Preview	Shows a Preview of the number range’s prefix. This is an optional column.
Start value	Shows the start value of the number range. The start value is the number that should be used as first value. Note that a maximum of 9 characters is possible here. This does not necessarily have to be `1`. For example, if you already have numbered invoices in your system, you can start from the existing values and continue the numbering. If you want the number to consist of a certain amount of digits, enter the starting value with leading zeros (e.g. 00001). This is an optional column.
Location	Shows the location for which the number range is used. This is an optional column.
Client	Shows the client(s) for which the number range is to be used. *Note:* The option Client appears only for PO documents (Reorder, PO delivery note).
Client: Location	Shows the client’s location for which the number range is used. This is an optional column.
Referrer	Shows the referrer for which the number range is used. This is an optional column.
Invoice country	Shows the invoice country for which the number range is used. This is an optional column.
Delivery country	Shows the delivery country for which the number range is used. This is an optional column.
Number range ID	Shows the ID of the number range. This is an optional column.

Adjusting the size of table columns

In the overview table of the number ranges, you can adjust the size of the columns according to your needs. To do so, move your mouse over the respective table column and use the blue lines in order to drag it to the desired width.

3. Searching for number ranges

Use one of the following methods to search for number ranges.

Searching for number ranges:

Go to Setup » Documents » Number ranges.
1. Option 1: Click on to see a list of all number ranges.
2. Option 2: Enter a number into the search field and click on one of the automatic suggestions. Then click on to start the search.
3. Option 3: Click on to narrow down the search results with filters.

4. Filtering for number ranges

With the help of filters you can narrow down the search and only search for specific number ranges. The following table lists all available filters.

Table 2. Filters for number ranges
Filter	Explanation
Name	Enter a name to filter for number ranges with this name.
Document type	Select a document type from the drop-down list in order to filter for number ranges of this document type.
Referrer	Select one or several referrers from the drop-down list in order to filter for number ranges with these referrers.
Location	Select one or several locations from the drop-down list in order to filter for number ranges with these locations.
Invoice country	Select one or several invoice countries from the drop-down list in order to filter for number ranges with these invoice countries.
Delivery country	Select one or several delivery countries from the drop-down list in order to filter for number ranges with these delivery countries.

5. Creating a new number range

In order to create new number ranges for your documents, proceed as follows.

Creating a number range:

Go to Setup » Documents » Number ranges.
→ The overview of the number ranges opens.
At the top, click on Add new number range ().
Or: On the left in the side navigation, click on + Add new number range.
→ The overview with the settings for the new number range opens.
Carry out the settings. Pay attention to the explanations given in Table 3.

Table 3. Creating a number range
Setting	Explanation
Basic settings
Name	Enter a name for the number range. This is a mandatory field.
Description	Optionally enter a description for the number range. The description can have up to 256 characters.
Document type	Select the document type from the drop-down list for which the number range should be used for. This is a mandatory field.
Client	From the drop-down list, select the client(s) for which the number range is to be used. *Note:* The option Client appears only for PO documents (Reorder, PO delivery note).
Client / Location	From the drop-down list, select the client(s) / location(s) for which the number range is to be used. *Note:* Select a client / location in order to enable the referrer selection.
Referrer	Select one or several referrers from the drop-down list for which the number range should be used. *Note:* Select a referrer in order to enable the invoice country selection.
Invoice country	Select one or several invoice countries from the drop-down list for which the number range should be used. *Note:* Select an invoice country in order to enable the delivery country selection.
Delivery country	Select one or several delivery countries from the drop-down list for which the number range should be used.
Settings
Prefix	Enter a prefix that should be added in front of the number. By default, the prefix starts with the year (e.g. `2023-`). This is a mandatory field.
Digit count	Define the number of digits for the number range. You can select a digit count between 2 and 9. The default digit count is 5. This is a mandatory field. *Note:* Activate () the option Allow counting up in order to allow counting up if all numbers of the selected digit count have been used. Example: If you selected the digit count 2 and 99 document numbers have already been assigned, the number 100 and thus the digit count 3 will automatically be used for the next document. If you do not activate this option, now further document numbers can be assigned.
Start value	Enter a value from which the number range should start. The start value depends on the selected digit count for the number range. If you selected the digit count 3, the start value can be any number between 1 and 999. The default start value is 1. This is a mandatory field.
Preview with current settings	Displays the preview of the number range with the current settings.
Last generated number	On the right, click on Last generated number () in order to see the number that was generated last. *Note:* This function is only available if a number has been generated before.

Asterisk shows unsaved changes

An asterisk on the left in the side navigation indicates unsaved changes. As soon as you saved your changes, the asterisk disappears.

6. (De)activating number ranges

In order to activate or deactivate number ranges, proceed as follows. Note that active number ranges cannot be edited or deleted.

Activating/deactivating number ranges:

Go to Setup » Documents » Number ranges.
→ The overview of the number ranges opens.
Carry out the search () to display number ranges.
In the line of the number range that you want to activate, click on the context menu ().
Select the option Activate number range () or Deactivate number range ().
Confirm your decision.
→ The number range is activated and will be used for new documents of this type or it is deactivated and will no longer be used for new documents.
Or: Click on the number range that you want to activate or deactivate.
→ The settings of the number range open.
Click on the toggle button at the top in order to activate () or deactivate () the number range.
Confirm your decision.
→ The number range is activated or deactivated.

Activate or deactivate multiple number ranges at once

You can activate or deactivate multiple number ranges simultaneously in one action. To do this, select the relevant number ranges using the checkbox. As soon as more than two number ranges have been selected, the symbol () appears above the table header. If you click on the symbol, all selected number ranges are activated or deactivated after a security prompt, depending on their status at the time of selection.

7. Deleting number ranges

In order to delete number ranges, proceed as follows. Note that active number ranges cannot be deleted.

Deleting number ranges:

Go to Setup » Documents » Number ranges.
→ The overview of the number ranges opens.
Carry out the search () to display number ranges.
Select () the number range that you want to delete.
At the top in the toolbar, click on Delete number range ().
Or: In the line of the number range that you want to delete, click on the context menu ().
Select the option Delete number range ().
Confirm your decision.
→ The number range is deleted.

Using group functions

By using the group function Open number ranges () or Delete number ranges (), you can open or delete all number ranges at once that you selected () in the overview. Note however that active number ranges cannot be deleted.