Setting Up Number Sequences in Dynamics 365
Number sequences in Dynamics 365 are essential for generating readable, unique identifiers for master data records and transactional records that require tracking. Proper setup ensures consistency, traceability, and operational efficiency across your organization.
Understanding Number Sequences
When creating a number sequence, you must define its scope, which determines which part of the organization will use it. The scope options include:
- Shared – Available across the organization.
- Company – Limited to a specific company.
- Legal entity – Limited to a specific legal entity.
- Operating unit – Limited to a specific operating unit.
Number sequence formats are built from segments, which define the structure of the identifier. Segments can be of the following types:
- Scope segments – Correspond to the defined scope (e.g., Legal entity, Company).
- Constant segments – Fixed letters, numbers, or symbols that do not change.
- Alphanumeric segments – Incrementing letters or numbers. Use
#to represent incrementing numbers and&for incrementing letters.
Example: The format #####_2017 generates sequences like 00001_2017, 00002_2017, etc.
Number Sequence Examples
1. Expense Report Numbers
- Area: Travel and Expense
- Reference: Expense Report Number
- Scope: Legal Entity (CS)
| Segment | Segment Type | Value |
|---|---|---|
| 1 | Legal entity | CS |
| 2 | Constant | -EXPENSE- |
| 3 | Alphanumeric | #### |
Formatted Example: CS-EXPENSE-0039
2. Sales Order Numbers
- Area: Sales
- Reference: Sales Order
- Scope: Company (CEU)
| Segment | Segment Type | Value |
|---|---|---|
| 1 | Constant | SO- |
| 2 | Alphanumeric | #### |
Formatted Example: SO-0029
3. Purchase Requisition Numbers
- Area: Purchase
- Reference: Purchase Requisition
- Scope: Shared
| Segment | Segment Type | Value |
|---|---|---|
| 1 | Constant | Req |
| 2 | Alphanumeric | #### |
Formatted Example: Req0052
Performance Considerations
Number sequences can impact system performance, especially in high-volume environments. It is important to understand the different types of number sequences and their behavior:
Continuous vs Noncontinuous
- Continuous number sequences ensure no numbers are skipped. However, numbers may not be used sequentially in the system.
- Noncontinuous number sequences generate numbers sequentially but may skip unused numbers.
Example: If a user cancels a transaction, a number may be generated but not applied.
Automatic Cleanup
To maintain optimal system performance, it is recommended to schedule number sequence cleanup as a batch job during non-peak hours. This helps prevent number series clutter and ensures smooth transaction processing.
