Getting Started Step 7 - Setup Document Numbering

Getting Started Step 7 - Setup Document Numbering

Document Numbering      

With the document numbering feature, the next document number the system will assign may be customized with a custom number or set of alphanumeric characters. The following document types are supported:
  • Bill
  • Deposit
  • Companies
  • Items
  • Item Receipts
  • Journal Entries
  • Purchase Orders
  • Order Closing
  • Quotes
  • Sales Invoices
  • Sales Orders
  • Credit Memos
  • Purchase Returns
  • Assemblies
  • Shipments
  • Cash Sale
AccountingSuite™ Document Numbering

The next document number may be customized. A starting point of #999 is set by default, which will result in the system assigning #1000 to the next document created of that type. This may be customized to be any number (currently the system allows for numbers of up to 6 digits) and or a combination of alphanumeric characters. If using alphanumeric characters, the last set of numbers will be the ones to increment. For example, if the scheme is set to SF-000-0999, the next document created will have a number of SF-000-1000.

Setting Up Document Number

The flexible document numbering system allows virtually any customized invoice numbering scheme.

For example, valid numbering schemes can be:

  • All numeric (5, 5000, 500) characters.
  • All alpha (SF-WIY-CT) characters.
  • A combination of alphanumeric (SF-001-IA)

In addition, the characters can be in any order. If a number is used anywhere in the scheme, it will be incremented each time you create a new document. For example, SF-001-IA will become SF-002-IA, SF-003-IA, etc. and 5000 will become 5001, 5002 and so on. Invoices schemes that consist of only letters will not change upon creating a new document.

Changing the Numbering Scheme

  1. Navigate to Quick Menu → Settings → Utilities → Document Numbering.
  2. Double-click on the line of the document for which the numbering scheme will apply.
  3. In the dialog that appears, enter the your scheme of letters and numbers in the Number box.
  4. Click Save.
Changing the Numbering Scheme

Helpful Tips: If you were previously using numbers and wish to continue from the last used number, enter the last document number from your old system. The system will automatically create the new new documents with the next number for you. For example, entering SF-756 will result with the next number being SF-757.

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