Information Systems:ASW Invoice Number Series
Invoice numbers are generated/maintained through ASW Number Series which keeps track of the last used invoice and auto-increments these numbers.
Number series wrap and overlap
In 2018, the number series approached Last number, or 8999999. Passing this would have caused a wrap of the number series back to the specified First number: 1000001. uniPHARM started with 1000001 when we went live with ASW, so to avoid duplicates and "buy more time", First number was set to 100001, theoretically yielding 900,000 unused invoice numbers. This wrap was successful.
In 2021, the series approached First number, which means there would officially be duplication in the system (documents with the same invoice number), or overlap. Protelo suggested that for ASW files/tables that have invoice number as a column, any keys using the invoice number would use the year as well, meaning the duplication shouldn't be a problem. UNITY tables however, should be checked, as there was likely no specific provision for this condition during database design. The following tables to monitor have been identified:
| Table name | Field name (invoice number field) | Notes | Overlap prevention |
|---|---|---|---|
| SRBISDPL | IDINVN | Accessed by invoice number and year (in ASW programs, at least) | Delete old records, but ok to leave. |
| SRBISU | ISINVN | Surcharge detail for invoice lines. There is no year column, so this is definitely keyed by invoice number. There is potential risk of displaying surcharge details for old invoice lines on new invoices. | Delete old records. |
| UZIVLIP | IVINV# | - | Set invoice field to 0? |
| NCHEADP | NSINV# | - | Delete old records. |
History
Invoice Numbers - Estimated to Wrap in 2018
We started in 2005 with an invoice number of 1000001, and credit note number of 3000001. On June 5, 2009 invoice numbers passed 3000000 and duplicated the credit note numbers. ASW was fine, as it accesses files by invoice number / type (1-invoice, 2-credit note) / year. The extensions were not. We quickly changed them to use the same key structure - after changing the next invoice number (in the number series table) to 5000001.
When the invoice number reaches 8999999 it will go back to 1000001. I don't think anything will happen - but keep an eye on it just in case.
In order to monitor the process, get the current invoice number (series 4) from the Number Series Table, and periodically add it to this document.
2015 Dec 16 8078278