Reference settings

Users with the Organisation - Application Maintenance permission can set the reference settings which are assigned to identify tenders and contracts. Reference settings can be configured to be automatically generated, manually generated, or a combination of manual and automatic.

Set automatic project reference numbers

If the system is configured to use automatic project reference numbers, the whole of each reference number will be system-generated.

Reference number generation settings for tenders or contracts can only be changed if no tenders or contracts already exist.

Note The Code Seed Setting number and Default Affix Seed Setting text may be modified after tenders/contracts have been created but the change will only apply to tenders or contracts created after the change has been made.

To set an automatic project reference number:

1. Open the navigation bar. If necessary, click the Manage tab.

2. Under Organisation Setup, click Reference Settings.

   The Reference Settings page is displayed.

3. Select Tender or Contract as appropriate from the Select Reference Code drop-down list.

   The Reference Code Details page is displayed.

4. Click the Edit icon to edit settings.

   The Reference Code Maintenance page is displayed.

5. Select Automatic for Number Generation Type.

6. Enter information as required in the relevant fields.

   Note Fields marked with an asterisk are required.

   Field	Description
   Code Seed Setting	The code seed setting - the reference number that will be assigned to the next tender/contract to be created. When setting up the reference number format, the Code Seed for the Reference Number must be between 6 and 25 characters in total. The code seed setting must correspond to the code length, e.g. if the code length is set to 7, the code seed setting would be 1000000. This code is incremented with each tender or contract created. Note This number is automatically incremented when a tender or contract is created.
   Select Affix Type	Select Prefix, Suffix or None as appropriate.
   Default Affix Seed Setting	The default affix seed setting.
   Include Project Reference	Select Yes or No as appropriate.
   Include Category	Select Yes or No as appropriate.
   Divider	The separator between parts of the reference number. Only used when Include Project Reference and/or Include Category are set to Yes.

7. Click Save.

   A confirmation message is displayed.

Set combination project reference numbers

If the system is configured to use combination project reference numbers, the numerical part of the reference number will be system-generated and the user will enter a prefix or suffix.

When a tender is created the code seed is not displayed, only the affix. The company user can keep the affix and add additional details to it or delete this default affix and enter the remaining reference number details as required by the Organization.

Reference number generation settings for tenders or contracts can only be changed if no tenders or contracts already exist.

To set a combination project reference number:

8. Open the navigation bar. If necessary, click the Manage tab.

9. Under Organisation Setup, click Reference Settings.

   The Reference Settings page is displayed.

10. Select Tender or Contract as appropriate from the Select Reference Code drop-down list.

    The Reference Code Details page is displayed.

11. Click the Edit icon to edit settings.

    The Reference Code Maintenance page is displayed.

12. Select Combination for Number Generation Type.

13. Enter information as required in the relevant fields.

    Note Fields marked with an asterisk are required.

Field	Description
Code Seed Setting	The code seed setting - the reference number that will be assigned to the next tender/contract to be created. When setting up the reference number format, the Code Seed for the Reference Number must be between 6 and 25 characters in total. The code seed setting must correspond to the code length, e.g. if the code length is set to 7, the code seed setting would be 1000000. This code is incremented with each tender or contract created. Note This number is automatically incremented when a tender or contract is created.
Select Affix Type	Select Prefix or Suffix as appropriate.
Default Affix Seed Setting	The default affix seed setting. Note The user can alter this affix during tender or contract creation when the combination project reference number is selected.
Include Project Reference	Select Yes or No as appropriate.
Include Category	Select Yes or No as appropriate.
Divider	The separator between parts of the reference number. Only used when Include Project Reference and/or Include Category are set to Yes.

14. Click Save.

    A confirmation message is displayed.

Set manual project reference numbers

If the system is configured to use manual project reference numbers, the tender/contract creator is responsible for setting the tender/contract reference number on tender/contract creation.

Reference number generation settings for tenders or contracts can only be changed if no tenders or contracts already exist.

To set manual project reference numbers:

15. Open the navigation bar. If necessary, click the Manage tab.

16. Under Organisation Setup, click Reference Settings.

    The Reference Settings page is displayed.

17. Select Tender or Contract as appropriate from the Select Reference Code drop-down list.

    The Reference Code Details page is displayed.

18. Click the Edit icon to edit settings.

    The Reference Code Maintenance page is displayed.

19. Select Manual for Number Generation Type.

20. Click Save.

    A confirmation message is displayed.