IDs are used throughout the EBMS system to identify a specific person, item, or account. These ID codes must be unique since they are used to relate one transaction record to another. By recording the ID throughout the system, it allows the user to do extensive drill downs on totals throughout the system.
IDs can be numeric or alphanumeric but are always in capital letters. It is important to create IDs that are easy to remember and that are formed in a predetermined, consistent manner.
Numeric IDs are not right justified. In a list of IDs, ID 2 would follow ID 10 and ID 40 would follow ID 123. To solve this problem in a numeric ID, prefix the numbers with zeros so that all IDs in a specific group have the same number of digits. To keep IDs consistently four digits, the IDs listed above would be 0002, 0010, 0040, and 0123.
General Ledger Account IDs are required to be numeric in the EBMS system because of standard accounting practices. All other IDs can contain letters as well as numbers.
IDs should not include spaces or any symbols besides the dash (-), underline (_), and period (.). Various characters are blocked because of MyEBMS and barcode limitations.
EXAMPLES
Worker Entry
Jack L Smith could be identified as SMIJAC or SMIJACL. It is common to combine the first three characters of the worker's last name and the first three characters of the first name. A middle initial can be added to make sure the ID is unique.
Inventory Entry
A 20 lb. black claw hammer could be identified as THAM20B - T for Tools, HAM for Hammer, 20 for 20 LB weight option, B for the black color option.
Customer Entry
The customer John Doe could be identified as DOEJOH, using the first three letters of the last name and the first three letters of the first name.
Customer IDs can be automatically created by completing the following steps:
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Open Sales > Options > Customer Categories and click on the root Customers folder if all customer IDs are created using the same format.
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Click on the Properties button and click on the Naming tab. Under Automatically Create Id, select one of the following options from the dropdown list:
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Disabled
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First _ letters of last name and first _ letters of first name
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Contact Info _
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First _ letters of last name and first _ letters of first name plus address #
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Phone No: Last _ digits, from Contact Field _
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Select the "First __ letters of last name and first __ letters of first name" option by clicking on the right arrow button. Enter the number of letters you wish to use from the last name and from the first name by entering them within the template. (For example, First 3 letters of last name and first 3 letters of first name.) Note that the system will use the first two names within the last name field or company name if the first name is blank.
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If the root folder was highlighted when the Properties button was selected, click on the Filter Down button to set all customer category folders to format the customer ID in the same way. Select individual folders and set ID formatting accordingly if not all IDs are created in the same manner.
Contact a Koble Systems customer service representative to add additional ID template options to the system.