External Document Flag

Each item in MAC-PAC has two document numbers--an internal document number and an external document number.  The internal document number is the unique number generated within MAC-PAC to identify the item.  The external document number is the number that the vendor or customer uses to identify the invoice.  When you create an invoice from a standing payable, an external document number must be assigned to the new invoice. 

There are two options for assigning the external document number:

Manually

With this option, you must enter the external document number each time the standing payable is selected for invoice creation.  To select this option, you should set the External Document Flag on the standing payable to Y.

Automatically

With this option, you are not required to enter the external document number.  The system will assign a sequential number that is unique within the company/location/document type.  The next number to be assigned is stored on Reference File category 228.  When you first set up the system, you can define the first number to be used for each company/location/document type.  To use the automatic assignment option, set the External Document flag to N.

You can change the External Document Flag at any time.  Whenever an invoice is created from a standing payable, the system will use the value of the flag at that moment.