Automatic allocation of number series

• Customer
• Vendor
• Inventory
• Project

‘Auto numbering’ set up

To set up auto numbering, use the navigation panel to go to General Ledger/Maintenance/Voucher number series.

Click on ‘Add’ in the toolbar/ribbon (or F2) to add a new voucher number series.

The detail form shown in the screenshot above should be completed as follows:

1. Series
   • Enter a short name for the voucher number series e.g., CustNO
2. Name
   • Enter a longer description of the name e.g., Customer No.
3. Usage
   • Select ‘Generate key’ to allocate numbers automatically to Customers, for example.
   • 
4. First number
   • Insert the first number that the series will start with.
   • This could, for example, be 1 or 100000
5. Last number
   • Insert the last number anticipated in the series. This can be changed later if the number is ever reached.
   • For example, it could be 9999999
6. Next number
   • Insert the number that is next in the series. This field can also indicate how far along the series is.
   • If a set of accounts has been imported, or numbers have previously been entered manually and will now be entered automatically, the next number in the series can be entered here and the system will count on.
7. Prefix
   • A prefix to the number can be added here. This means that text will appear before the number in the series.
   • This could be ‘CustNr_’ for example.
   • The resulting number will be shown in the ‘Voucher’ field for each line item, for example in Customers.
8. Length
   • This is a defined number length. For example, if 13 is entered then the customer number will be: 0000000100000
9. Blocked
   • If the user no longer wishes to use this number series, then it can be set to ‘blocked’.

Assigning the automatic numbering

The assignment of the auto-generated key is done within the module groups.

The example below shows assignment of auto numbering in the Customer module.

Use the navigation panel to select Customer/Maintenance/Customer Groups

Select a customer group and click on the ‘Edit’ button in the toolbar/ribbon

Select the voucher number series that has been set up under ‘Auto-generated key’. This is Customer No. in the above example.

The same method is used in the Vendor, Inventory and Project modules.

Select the relevant groups and assign one of the voucher number series that has been set up.

Additional information

Voucher Number Series