When is “Set as Default” button available in Document Numbering

When we are running an SAP Business One database, we usually need to define Document Numbering Series for documents and master data. Sometimes, we would like to use different Series for different users. Or sometimes, we would like to use different Series for different Posting Periods.

We can do this setting in Administration → System Initialization → Document Numbering. We will notice that there is a button named “Set as Default”. By using this button, we can set default Series for users. But sometimes we will find this button is gone. It is not available. Why?

In this blog post you will learn when this button is available for users.

This button is related with another function “Enable Multiple Branches” which is in Administration → System Initialization → Company Details → Basic Initialization tab. If Multiple Branches function is enabled, the default Series will have no relevance anymore. It will be overruled by the Branch setting as we can have only one default, but not one default for every Branch.

As the result, when “Enable Multiple Branches” is checked in Administration → System Initialization → Company Details → Basic Initialization tab, this button is only available for Business Partners/Items/Resources. It is not available for documents, including Journal Entries.

1. For Business Partners/Items/Resources, the user still can set a Series as the default one and this setting will work.
2. For documents, this button will not be available any longer. When Multiple Branches is enabled, the default Series will have no relevance anymore. It will be overruled by the Branch setting as we can have only one default, but not one default for every Branch. The system will always use the first Series assigned to the Branch of the document as default.

On the contrary, when “Enable Multiple Branches” is not checked in Administration → System Initialization → Company Details → Basic Initialization tab, the “Set as Default” button is available for documents/Business Partners/Items/Resources.

Even if “Permit More than One Document Type per Series” is checked in the Administration → System Initialization → Company Details → Basic Initialization tab, this button is still available for documents/Business Partners/Items/Resources, but in a different window.

Administration → System Initialization → Document Numbering → Relate Series to Document.

In summary, for Business Partners/Items/Resources “Set as Default” button is always available. But for documents, whether “Set as Default” button is available depends on whether the Multiple Branches function has been enabled.

We can find more information in the following SAP Notes.

2433009 – Default Series Wrongly Works for Manual Journal Entry Under Multiple Branches

2497529 – Default Series Do Not Work in Master Data Forms

If you are still interested in other information related with the Document Numbering function, please read my other articles published in LinkedIn.

Document Numbering and Closing the Year in SAP Business One

How can you successfully work with Document Numbering Series under different Period Indicators? Find out here!

If you are also interested in other tips from SAP Business One Support, you can find them here!

Support Spotlight: Tips from SAP Business One Support