BESTELLNUMMER_FORMAT - Detailed description

Overview

Parameters:BESTELLNUMMER_FORMAT
Category: KE (Cost Entry)
Default value: "G-XXXXXX"
Product: eTASK.Cost Recording

What does this parameter do?

This parameter defines the format in which order numbers are generated and displayed in the system. The format determines how the sequential numbering is structured and what information is included in the order number (e.g., company, year, month, cost center). The order number serves to uniquely identify orders and is important for traceability and accounting.

What is this parameter used for?

• Defining the numbering scheme for orders

• Unique identification of orders in the system

• Structuring of order numbers according to organizational requirements

• Support for different numbering ranges (by company, year, month, budget structure)

• Integration into accounting and controlling processes

Technical Details (for Administrators)

Format: Format string with placeholders
Default value: "G-XXXXXX"

Valid values:

• G-XXXXXX = 6-digit sequential number per company (default)

• G-MMYY-XXXX = 4-digit sequential number per company/month/year

• G-YYMM-XXXX = 4-digit sequential number per company/year/month

• G-YYYY-XXXX = 4-digit sequential number per company/year

• G-YY-XXXX = 4-digit sequential number per company/year

• G-YY-XXXXX = 5-digit sequential number per company/year

• G-KST-YYYY-PKL-PMA-XXXX = Composite number based on the budget structure

• A-XXXXXX = 6-digit sequential number per parent department

Important notes:

• The serial number can have 4 to 6 digits (XXXX to XXXXXX)

• G Stands for company as the numbering group

• A Represents the department as the numbering group

• YYYY = 4-digit year, YY = 2-digit year

• MM = month (01–12)

• KST = Cost center, PKL = Product class, PMA = Product brand

• The numbering cycle determines when the count starts over at 1

• If no configuration is available, G-XXXXXX used

Interaction with other parameters:

This format works in conjunction with order management and is used when entering orders and incoming invoices.

When should you change this value?

Adjust the value (change the format) if:

• Your organization has specific requirements for the order number format

• You want order numbers to reset annually or monthly

• Different departments require their own numbering ranges

• You want to link the order number to the budget structure

• Accounting software requires a specific format

• You need more or fewer digits for the sequential number

Leave the value set to default (G-XXXXXX) if:

• You prefer simple, sequential numbering

• There are no special requirements for the order number structure

• You are setting up a new installation without specific requirements

• The maximum number of 999,999 orders per company is sufficient

Important Notes

1. Changes are recommended only before
   going live Ideally, change the format before the first use. A subsequent change will result in different formats for old and new order numbers, which compromises consistency.

2. Select a sufficient number
   of digits Calculate the expected order volume: With a 4-digit number (XXXX), a maximum of 9,999 orders can be recorded per numbering range. For high order volumes, select 5 or 6 digits.

3. Note Year/Month
   Changes For formats that include a year or month, numbering automatically resets to 1 at the start of each new period. This may be desirable, but requires attention when generating reports and analyses.

4. Compatibility with third-party systems Before
   making the change, check whether external systems (ERP, accounting, etc.) have specific format requirements or are compatible with the selected format.

Security

Does changing this parameter affect security?

No, changing this parameter has no direct impact on security. It is a formatting specification for order numbers.

Note:

• Order numbers can identify business-critical information

• Transparent, traceable numbering supports audit compliance

• Unique numbers prevent mix-ups and errors

Recommendation: Choose a format that fits your organizational structure and generates unique, traceable order numbers. This supports clean accounting processes and traceability.

Practical example

Initial situation: Your company has multiple subsidiaries and wants to structure order numbers by year and subsidiary so that reports and accounting can quickly identify the year an order originated from. Approximately 3,000–4,000 orders are recorded per year.

Configuration: ORDER_NUMBER_FORMAT = "G-YYYY-XXXX"

After the change:

• Orders in 2025 receive numbers such as: G-2025-0001, G-2025-0002, G-2025-0003, ...

• Orders in 2026 will start again with: G-2026-0001, G-2026-0002, ...

• Each company has its own numbering range

• The year is immediately recognizable in the order number

• Up to 9,999 orders per company per year are possible

Result: Order numbers are structured and self-explanatory. In reports and lists, it is immediately clear which year an order comes from. Accounting can assign orders more easily. At the start of a new year, the count automatically resets to 0001.

Alternative scenarios:

Scenario A - Monthly numbering:

• Format: G-MMYY-XXXX

• Example: G-0125-0001 (January 2025, Order 1)

• Advantage: Precise monthly assignment; sufficient for low order volumes

• Disadvantage: Only 9,999 orders per month possible

Scenario B - Department-based numbering:

• Format: A-XXXXXX

• Example: A-000001 (Department, Order 1)

• Advantage: Each department has its own numbering range

• Usage: For decentralized order organization

Scenario C - Budget structure-based:

• Format: G-KST-YYYY-PKL-PMA-XXXX

• Example: G-4711-2025-A-X-0001

• Advantage: Order number includes cost center, product class, product brand

• Usage: For complex budget structures and detailed controlling

Recommended setting

For standard installations:"G-XXXXXX"(Default)

Reason:

• Simple, sequential numbering without complexity

• Maximum of 999,999 orders per company

• No annual or monthly numbering range management required

• Proven format for most use cases

• Easy to understand and communicate

Exceptions (alternative formats):

• Annual evaluations are important:G-YYYY-XXXX or G-YY-XXXXX

• Month-specific allocation required:G-MMYY-XXXX

• Organization by department:A-XXXXXX

• Complex controlling:G-KST-YYYY-PKL-PMA-XXXX

• Very high order volume:G-XXXXXX (6 positions with no annual limit)

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Tip: Before deciding on the format, consider the following: 1. How many orders are recorded annually/monthly? 2. Is the association with year/month important in the number itself? 3. What are the requirements of your accounting/controlling department? 4. Are there specifications from external systems (ERP, etc.)? 5. Do you prefer simplicity or a detailed structure?

Tip: Before deciding on the format, consider the following: 1. How many orders are recorded annually/monthly? 2. Is the association with the year/month important within the number itself? 3. What are the requirements of your accounting/controlling department? 4. Are there specifications from external systems (ERP, etc.)? 5. Do you prefer simplicity or detailed structuring?

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If in doubt, start with the standard format G-XXXXXX and adjust it as needed.

If in doubt, start with the standard format G-XXXXXX and adapt it as needed.