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Italy Legal Requirement : Official Document Number Range

Italy Legal Requirement : Official Document Number Range 

1                    Introduction

 In Italy, as per legal requirements the Invoices and credit memos have to be reported with a sequential numbering that has to start at the beginning of the calendar year. This means that document number ranges need to be linked to the calendar year, even if the entity follows a non-calendar fiscal year. Furthermore, the official document number (ODN) assigned to such documents has to be consecutive without gaps – the documents should be sequentially numbered by entry date. SAP uses the concept of document classes, using them with document types and number ranges to meet this functionality. This functionality has been further enhanced by using SAP FI validations to meet specific Italy requirements. This setup enables you to maintain calendar year-dependent number ranges for the ODN for a company code in addition to the normal financial document number range which could be based on a fiscal year. It then automatically generates the ODN within the year-dependent number range on SD and MM documents when you post them. It also runs a chronological check on the document numbers to ensure that they are consecutive with no gaps.  

2                    Italy Specific Requirement

 Using the official document numbering functionality, you can allocate an additional document number to each created FI document or billing document with an own, calendar year dependent number range. The functionality is designed such that the official document number may be used for official legal reporting by selection via the logical data base used for the reports. However, the official document number functionality has not been designed to replace the standard accounting document number BKPF-BELNR in daily operations (e.g. creating accounting documents, electronic bank statement transfer, DME etc.) and no additional functionality shall be offered to this effect. In the case of billing documents the official document number is stored in field XBLNR (in table VBRK). When you create the accounting document for the billing document, the official document number is copied to field XBLNR_ALT in table BKPF (Alternative Reference Number). For documents created in the logistics invoice verification or in FI, the value is only stored in field XBLNR_ALT (table BKPF).  

3                    System Configuration for Italy ODN

3.1               Define Document Class
 Cross Application components ->General Application Functions -> Cross-Application Document Numbering -> Italy ->Define Document Class  
3.2               Assign Document class to document type
 Cross Application components ->General Application Functions -> Cross-Application Document Numbering -> Italy ->Assign Document class to document type   
3.3               Maintain Number Range
 Cross Application components ->General Application Functions -> Cross-Application Document Numbering -> Italy ->Maintain Number Range   
3.4               Assign Number Range to document Class
 Cross Application components ->General Application Functions -> Cross-Application Document Numbering -> Italy ->Assign Number Range to document class  

4                    Validations

 FI Validations may be required to put in place for the following objectives:
  • To ensure that the Billing documents should not be posted at future date.


  •  To ensure that the Billing documents should not be posted at back date from the last posting date.



  • To ensure that some document types are not posted directly from FI, for example RV. This is to make sure that number range of ODN is not misused by making postings using wrong document types:


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  • Hi Deepak,

    Your screen shots do not match the SAP IMG.  We are implementing in Italy, as such we are setting up this scenario.  I had some questions on your blog and the practical use of this functionality. Is there a way we can talk.  My mail id is in my profile.


  • Thanks for this blog; very informative and helpful. Meanwhile I was tryign to find out if there’s a way I can make sure the ODN is generated at the line item level and not the document level. In short; even if the net amoutn of the document is zero; I still needed ODN to be assigned to the same as there could be mulitple line items netted out in the invoice. Is it possible through some customizing or any BADI available for custom implementation?
    • Dear Vinod

      As i have used the VBRK-XBLNR, so ODN will come at Header Level. You can find the suitable SAP note incase you want it at item level as per your requirement.
      ODN still can come when your net amount in zero.


      • Hello Deepak
        Thanks to reply.

        The requirement is that the ODN should not be generated if the line items contain zero amounts. But ODN should still be generated when the idnividual line items have non-zero amounts; but net invoice has zero amount. Hence checking the total amount will not help in this case.
        For eg; if a billing document has 5 line items and all of them have zero amounts; then ODN should be suppressed. But if it has 3 debit lines totalling to 100 and three credit lines totalling to 100; still the net amount is zero. But the ODN should be generated.
        Is it possible through std customizing or if any BADI available where we can tweak the std logic?

      • Thanks again. But since this happens in the std SAP code; I needed to know if there’s any BADI which I can use to modify the standard logic.
  • Hello Deepak ,


    Thank you so much for your post, I have a question here please , what could happen if we activate ODN in the middle of the year ? Is this possible? or we always have to begin in the first of januarry?


    Many thanks!