How to set up item number series in Dynamics 365 Business Central

Item Number Series in Dynamics 365 Business Central is a critical configuration that assign each item with a unique and structured identifier. Whether you are managing inventory across multiple locations or standardizing SKU formats, setting up a proper number of series helps maintain data consistency and avoid duplication errors.

Businesses often struggle with manual item numbering, duplicate entries, or inconsistent formats. By configuring the No. Series correctly, you can automate item creation and streamline inventory workflows.

If you are looking to optimize your overall Business Central setup, explore our Business Central consulting services to ensure your configurations align with best practices and business goals.

Item Number Series in Dynamics 365 Business Central is a system that automatically generates unique item IDs using predefined sequences, ensuring consistency and accuracy across inventory and transactions.

We need individual numbering convention for each type of goods. We are going to choose whether we are configuring a raw material / semi-finished / finished product. So, based on that, the product will inherit the proper numbering.

Follow these steps to configure item number series in Business Central:

Step 1: Navigate to No. Series

Step 2: Create a new number series code (e.g., ITEM)

Step 3: Define starting number (e.g., ITEM-0001)

Step 4: Configure number series lines

Step 5: Enable default number series

Step 6: to Inventory Setup

Step 7: Assign the number series to items

Step 8: Create a new item card to test automatic numbering

To Open & Setup No. Series ->

• In the Business Central search bar, type and choose “No. Series”.
• Mentioned below is the need for important fields in number series:
  • Starting No.:
    • Purpose: Specifies the first number in the series.
  • Default Nos.:
    • Purpose: Enables automatic number assignment.
    • When Enabled: The system automatically picks the next number from the series when you create a new record.
    • Example: When you add a new raw material item, it instantly gets RAWMAT0005 without you typing it in.
  • Manual Nos.:
    • Purpose: Allows users to enter their own numbers manually.
    • When Enabled: Users can override the system-generated number and type a custom one.
    • Use Case: If you import legacy data or follow a customer-specific numbering pattern.
  • Date Order:
    • Purpose: Assign numbers in chronological order.
    • When Enabled: The system validates that the posting date of the transaction is not earlier than the date of the previous number.
    • Use Case: Especially useful for audit-sensitive documents like invoices and posted vouchers, where sequence and date order are crucial.
  • Allow Gaps in Nos.:
    • Purpose: Controls whether gaps (missing numbers) are allowed in the series.
    • When Enabled: The system will not reuse skipped or deleted numbers.
    • When Disabled: The system ensures a strict continuous numbering — required for statutory or audit compliance in some countries.
• In this page, use the ‘New’ action to create a no series by giving code and description.
  
• Must give code and description like below.
  
• Click on Starting No. value and give values like below.
  
  
  • Gave starting number as ‘RAWMAT-0001’ – since it should be the first number for raw materials and it should convey the character of the product.
  • Enabled ‘Default Nos.’ so that the system will automatically picks the next number from the series.
  • Disabled ‘Manual Nos.’ so that user cannot intervene the normal execution of number series.
  • Disabled ‘Allow Gaps in Nos.’ so that the system ensures a strict continuous numbering.
• Follow the same process for semi-finished and finished goods.
  

• The next step is to configure the system so it recognizes that this specific product category should follow its own numbering pattern.

  To do this, create three separate item templates—one for each product type—by navigating to the Item Templates page.

• Create an item template by giving basic details and assign the number series like below. (Follow the same set of process for the other two.)
  
  

• While creating an item, we have an option to choose the item template.

  Now, we are going to create an item for ‘Wooden planks’ which is a raw material.

  So, we are choosing the ‘RAWMAT’ item template.

  
• Once chosen, we can see the item no. prepopulated with our configured no. series’ starting number like below.
  
• After successfully used the no. series, we can be able to track the details like Last No. Used & Last Date in which used like below.
  

Business Central allows both manual and automatic item numbering:

• Automatic numbering ensures consistency and eliminates duplication errors
• Manual numbering provides flexibility but increases the risk of inconsistencies

As a best practice use automatic numbering for scalability and data integrity.

• Use meaningful prefixes (e.g., ITEM, RAW, FG)
• Avoid manual overrides unless necessary
• Plan number ranges to prevent exhaustion
• Maintain consistency across locations
• Regularly audit number series usage