SAP Knowledge Base Article - Public

2500640 - Following Error Occurs When Saving a Customer invoice:'Save not possible,document numbering rule missing for India.'

Symptom

You receive the following error when saving a Customer Invoice: Save not possible, document numbering rule missing for India.

Environment

SAP Business ByDesign

Reproducing the Issue

  1. Go to the Customer Invoicing work center.
  2. Select the Invoice Requests view.
  3. Select invoice request XYZ (XYZ represents ID of the invoice request).
  4. Choose the Invoice button then select the Save button.

The following error message occurs: Save not possible, document numbering rule missing for India.

Cause

The issue could occur because of the following different cases.

Case 1:

You have not maintained the document numbering rule for country India with the GSTIN Number in the Business Configuration work center.

Case 2:

You have created a new rule (DEF) in the Document Numbering formats.
New rule DEF is placed below the existing rule (ABC) in the table Document Numbering Formats Specific to India in the Business Configuration workcenter. The system will pick the first available rule (ABC) in the table.

In this case since the existing rule (ABC) does not have any specific GSTIN Number or any other specific conditions and this rule is placed before the newly created rule(DEF), the system will always pick the existing rule (ABC).

(ABC is the existing rule and DEF is the newly created rule).

Case 3:

You created a rule and selected either Yes or No for the Registered Account. But the Account in the Invoice does not match the selection.

You can select an option here if you want to have separate numbering rules for registered and unregistered accounts (Tax Registration Number in the Account Master Data). If you want to continue with the existing rule, leave the column blank.

Case 4:

You set up a document numbering rule fow Sales Document Type Service Invoice.

Service Invoices are not valid in India for quite some time. With Release 2008 the Sales Document Type Service Invoice was made obsolete in the document numbering rule.

Instead the system will now use the Sales Document Type as Tax Invoice

Please note: If you already have a Sales Document Type as Tax Invoice and the Advanced Numbering Configuration for India for the Sales Document Type as Service Invoice is not maintained, the system will always pick the first rule set up as document numbering rule. The error then occurs because the obsolete rule with Sales Document Type as Service Invoice (Obsolete) is the fist rule in the list.

Resolution

Case 1: When you have not maintained the Document numbering Rule

  1. Go to the Business Configuration work center.
  2. Select the Overview view.
  3. Search for the fine tuning activity Document Numbering Formats for Customer Invoicing.
  4. Select the activity and choose Change Immediately button.
  5. Open the Document Numbering Formats for India.
  6. Here you can see the parameters you have maintained for the identification of the Document Number Rule.
  7. Maintain a rule with following details:
  • Company: the seller used in invoice request XYZ
  • Tax Country: India
  • Document Type: Invoice
  • Sales Document Type: Use Bill of Sale, Tax Invoice or Excise Invoice
  • Tax Registration Number: Maintain the GSTIN Number
  • Validity: Date of the invoice should fall between the validity period
  1. Click on the hyperlink Advanced Numbering Configuration for India in the Conditions section.
  2. You can customize the determination of sales document type based on product tax events to set the document numbering rule for India.
  3. Save the changes.

Case 2: The newly created rule must be placed above the existing rule in the table Document Numbering Formats Specific to India, then the system picks the first rule and if the GSTIN Number matches then this new rule is picked.

  1. Go to the Business Configuration work center.
  2. Go to the Overview view.
  3. Search for the Document Numbering Formats for Customer Invoicing.
  4. Select the activity and choose View button.
  5. Open the Document Numbering Formats for India.
  6. Select the newly created Rule with Prefix DEF and Click on Move Up button and place it above the existing rule with prefix ABC.

Case 3:

You can either:

  • create a rule and leave the column blank
  • create a rule for Yes and No
  • ensure if the rule is yes ensure that the Account has the Tax Registration Number in the Account Master Data maintained. 

Case 4:

The Sales Document Type as Service Invoice (Obsolete) is no longer valid. This change have been delivered with Business By Design 2008 release.

Please create a new rule for Sales Document Type as Tax Invoice and also change the Sales Document Type to Tax Invoice in the Advanced Numbering Configuration for India as per steps mentioned for Case 1.

Please note: If you already have a Sales Document Type as Tax Invoice and the Advanced Numbering Configuration for India for the Sales Document Type as Service Invoice is not maintained, the system will always pick the first rule set up as document numbering rule. The error then occurs because the obsolete rule with Sales Document Type as Service Invoice (Obsolete) is the fist rule in the list.

In this case you can use the Move UP and Move Down buttons to ensure that the Service Invoice (Obsolete) is not the first rule in the list but the last rule.

Please refer the  Help Center documentation Flexible Document Numbering - India

See Also

Help Center documents:

Flexible Document Numbering - India

Excise Tax – India

Keywords

Registered Account; numbering rules; india; GSTIN; Tax Number; Invoice Number, Service Invoice, Service Invoice (Obsolete); , KBA , AP-CI , Customer Invoice Processing , AP-CI-CI-GLO , Cross-Country Extensions , How To

Product

SAP Business ByDesign all versions