External Document Numbers on Purchase Documents

On purchase documents and journals, you can specify a document number that refers to the vendor's numbering system. Use this field to record the number that the vendor assigned to the order, invoice, or credit memo. You can then use the number later if, for some reason, you need to search for the posted entry using this number.

The Ext. Doc. No. Mandatory field in the Purchases & Payables Setup page specifies whether it is mandatory to enter an external document number in the following situations:

  • In the Vendor Invoice No. field, Vendor Order No. field, or the Vendor Cr. Memo No. field on a purchase header

  • In the External Document No. field on a general journal line, where the Document Type field is set to Invoice, Credit Memo, or Finance Charge Memo, and the Account Type field is set to Vendor.

If you select this field, it will not be possible to post an invoice, a credit memo, or the type of general journal line described above without an external document number.

The external document number is included in posted documents where you can search by the relevant number. You can also search using the external document number when navigating on vendor ledger entries.

A different way to handle external document numbers is to use the Your Reference field. If you use the Your Reference field, the number will be included in posted documents, and you can search by it in the same way as for values from External Document No. fields. But the field is not available on journal lines.

You can also specify external document numbers on sales documents. For more information, see External Document Numbers

See Also

Enter External Document Numbers
External Document Numbers on Sales Documents
General Business Functionality

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