How Sequence Series Work

PrismCore uses sequence series to create numbers for documents created by PrismCore (e.g., POs, returns, buyback transactions). There are sequence series records for the following aspects of the system:

*Discrepancies

Chargeback series

Consignment series

*Transfer series

*Buyback receipts

BCO's

*Wholesale Sales

*Purchase Orders

GL Batch

Post Sales

*Serial Number Tracking

*Mail Order Numbers

*Merchandise Request

*Returns

*Staging Receiving

*Rental Not Returned

Remote Buyback Receipt

Of this list, only the ones marked with a * are actually used. The others may be used at a future date.

There is a generic "All Locations" sequence series for each of these areas, which is used in situations where you don't select a specific location (e.g., when you create a discrepancy). For each store location in the system, a sequence series for each specific store location is added for each area. The templates for the specific series all end with a dash and a number indicating the location number (e.g., -1 for the first location, -2 for the second, etc.). These are just defaults, which you can change.

Within a location (either 'All Locations' or a specific location), most sequence types are shared among the different subsystem types (e.g., Text, Trade, and GM), so there is only one parameter record per location. For these types, the 'All Locations' sequence series is generally used, even though series for specific locations exist.

The exceptions to this are: Transfer, Purchase Orders, Mail Order Numbers, Merchandise Requests, and Returns. For these special sequence types, you have the option to apply a shared sequence series to all three subsystems or to define a separate series for each subsystem.

For these special sequence series types, you can set up multiple series records within subsystems. For instance, you could have one series for manually created textbook POs and a different one for autogenerated textbook POs. You could also define different PO sequence series parameters for different trade book or GM buyers to use.

There are variations in which sequence series are applied from one module to another (e.g. specific location vs. 'All Locations'). The details are listed below.

Discrepancies:
Discrepancy Credit Requests are created when a discrepancy is added to an invoice or an item with a receiving discrepancy is added to an invoice. The discrepancy is not tied to a specific location, so the 'All Locations' template is always used.

Transfer Series:
Merchandise transfers are created when a location fills a store-to-store merchandise request from another location within a PrismCore system. The merchandise request is always generated from a specific location, and the requesting location's transfer sequence series is used (e.g., if location 1 requests GM items from location 2, location 1's GM sequence series is used).

Buyback receipts:
Since items are bought at specific locations, the buyback receipt numbers are assigned from the specific location's sequence series (e.g., they may have BB-
000023-1 and BB-000023-2, each transaction being created at a different location).

Wholesale Sales:
"Autogenned" wholesale sales
When you post buyback totals, the stock goes into the location you have specified as the Posting Location on the Buyback Session screen. If you have the system create a Sale to Wholesale while posting buyback totals, it gets created for the posting location, too, so uses that specific store location's sequence series.

Manually wholesale sales
If you manually add a sale to wholesale, you do not get to specify a location when you create the record, so it uses the 'All Locations' template.

Purchase Orders:
Autogenerated POs:
If you autogen and you do not check the 'Merge all locations on a PO' flag, PrismCore uses the sequence series set for the specific location(s) for which you are autogenning. In other words, if you autogen for store 1 and store 2, and there are items for a specific vendor for both store 1 and store 2, you'll get 2 POs--1 for store 1, using store 1's specific sequence series and 1 for store 2, using store 2's sequence series.
If you autogen and you check the 'Merge all locations on a PO' flag, PrismCore uses the sequence series set for the "All Locations" location. In other words, if you autogen for store 1 and store 2, and there are items for a specific vendor for both store 1 and store 2, you'll get 1 PO, and it will use the "All Locations" series. This even applies if you are really only autogenning for one location, as long as you generate the POs as 'merged'.

Manually created POs:
When you first add the PO you must select a single store location or 'Selected Locations', then you choose the system type for the PO (e.g., TX, TR or GM). The sequence series that is used is based on both the location and the system type.
If you choose 'Selected Locations', the sequence series for 'All Locations' for the appropriate system type is used (e.g., PO-0000243TX).
If you choose a specific store location, the sequence series for that location for the appropriate system type is used (e.g., PO-0000243TX-2 for store 2).

Mail Order Numbers:
Mail orders are location specific but you do not get to choose a system type
when you create them, so the 'Shared' sequence series for the specific location is used (regardless of whether you have checked 'Apply shared sequence to Text, Trade, and GM.'). So, if store 1 creates a mail order, the number will be from
store 1's 'Shared' sequence series (e.g., MO-0000056-1).

Merchandise Request
Merchandise Requests are location specific and use the requesting location's sequence series for the system type you select when you create the request (e.g., if location 1 requests GM items from location 2, location 1's GM merchandise request sequence series is used). All types of requests work the same way.

Returns:
The sequence series for Returns do not work as they do for POs.
Autogenerated Returns:
When you autogen, you must select a specific location or locations. There is no option to merge items for different locations onto the same return, so the sequence series that are used are always the ones for the specific store locations--'All Locations' is not used. So everything is -1 or -2 etc. on the end (e.g., RT-000008TR-1).

Manually created Returns:
When you manually create a proposed return, you do not have an option to select a specific location, so PrismCore uses the 'All Locations' sequence series for the system type you select when you create the record.

Staging Receiving:
The Staging Receiving module is designed for stores that wish to track shipments into the store by their vendor or shipping type, and shipping tracking number. The concept revolves around the idea that stores may wish to log their bill of lading, invoice, and tracking number all in one place, and record what was received on that shipment, in addition to physically receiving the merchandise into the receiving module of PrismCore. Please note, this module does NOT receive the items into the system, but rather simply records the information entered. You will still need to receive the merchandise into the receiving module of PrismCore. This Module will always use the All Locations sequence series.

Rental Not Returned:
When the process that charges rental customers (Process Not Returned Billings) is run, the Rentals Not Returned sequence series is used for the POS transactions that are created. The All Locations series is used.