Before you can use Accounts Receivable, you must add sets of codes to identify the account sets, billing cycles, distribution codes, salespersons, customers, and other records you will add to your system. You should take the time to design sensible coding schemes for each type of code you require, before you start assigning codes to records.
If you already have a system for most of these codes, you may be able to continue with the same system. Check the following list to see whether each code type allows for the number and type of characters used in your previous system.
| Code Name | Maximum Number of Characters |
|---|---|
| Account set code | 6 digits and letters |
| Billing cycle code | 6 digits and letters |
| Comment type code | 8 digits and letters |
| Customer number | 12 digits, letters, symbols, blank spaces |
| Customer group code | 6 digits and letters |
| Distribution code | 6 digits and letters |
| Dunning message code | 8 digits and letters |
| Interest profile code | 6 digits and letters |
| Message ID | 16 digits and letters |
| National account number | 12 digits, letters, symbols, blank spaces |
| Payment code | 12 digits and letters |
| Salesperson code | 8 digits and letters |
| Ship-to location code | 6 digits, letters, symbols |
| Terms code | 6 digits and letters |
| Item number | 16 digits, letters, symbols, blank spaces |
| Receipt type code | 6 digits and letters |
| Recurring charge code | 15 digits, letters, symbols, blank spaces |
Recommendations for new codes
If you are designing new codes, you should assign codes that make it easy to identify each record type and that list records in the order you want them to appear on reports and in selection screens.
Each code is a unique set of letters, symbols, and digits. For example, each of the following could be a valid customer number:
- A1
- 123
- A01
- A-01
- 123A
- AB1234
- AB 1234
To simplify codes, we recommend that you:
- Use the same number of characters in all codes of the same record type.
- Where permitted, define codes of at least three characters (to allow for future expansion).
- Use a numbering system that is significant for your business, such as a geographical region or division or vertical market.
- If possible, use only numbers (not letters or symbols), for consistency of sorting.
Sorting Order of Codes
Accounts Receivable sorts codes on screens and reports in a specific order, which you should take into consideration when designing codes.
The program reads codes from left to right, and uses the following sequence to put them in order:
[Blank] ! " # $ % & ' ( ) * + , - . / 0 1 2 3 4 5 6 7 8 9 : ; < = > ? @ A B C D E F G H I J K L M N O P Q R S T U V W X Y Z [ \ ] ^ _ ` a b c d e f g h i j k l m n o p q r s t u v w x y z { | } ~
Shorter codes are listed before longer codes.
Codes containing fewer than the maximum number of permitted characters are left-justified on screens and reports.
The codes listed in the example (earlier in this topic) would be sorted by the program into the following order:
- 123
- 123A
- A-01
- A01
- A1
- AB 1234
- AB1234