Utilizing Unused Purchase Order Numbers

BD.

In a Dynamics 365 Finance environment, purchase order numbers are generated through a number sequence. The system generates a unique number for each purchase order. If purchase order numbers are not being reused, it may result in a large number of unused order numbers, which can lead to inefficiencies and confusion in the procurement process.

To address this issue, the following actions can be taken:

A. Change the number sequence to continuous: This action involves changing the number sequence to a continuous sequence. A continuous sequence means that the system will continue to generate numbers in sequential order, without skipping any numbers. This will ensure that all the available purchase order numbers are utilized before generating new numbers. Changing the number sequence to continuous can be done through the Number sequences page in the Accounts payable module.

B. Run Automatic cleanup of number sequence: Running automatic cleanup of the number sequence involves deleting unused and expired number sequences. This will free up unused purchase order numbers and ensure that they are available for use. This can be done by going to the Number sequence cleanup page in the Accounts payable module.

C. Change the number sequence to non-continuous: Changing the number sequence to non-continuous means that the system will generate a new number only when the previous number is used. This ensures that no numbers are skipped or unused. However, this can cause interruptions in the procurement process, as the system will have to wait for the previous number to be used before generating a new one. This action can be taken through the Number sequences page in the Accounts payable module.

D. Create the new purchase orders: Creating new purchase orders manually is one way to ensure that unused numbers are used in the system. However, this can be time-consuming and may cause interruptions in the procurement process.

E. Assign the number sequences to the new purchase orders manually: Assigning number sequences to new purchase orders manually means that the user can select an unused purchase order number from the available list. This ensures that all available numbers are used before generating new ones. However, this can also be time-consuming and may cause interruptions in the procurement process.

In conclusion, the recommended actions to ensure that unused purchase order numbers are used in the Dynamics 365 Finance environment are to change the number sequence to continuous and/or run automatic cleanup of the number sequence. Creating new purchase orders or manually assigning number sequences to new purchase orders can be done as a last resort, but these options may cause interruptions in the procurement process.