The rules that decide the document numbers your vouchers get: the prefix, the number of digits, where
counting starts, and whether the count restarts each year. For example, a Receipt series might produce
RV-000001, RV-000002, and so on.
When to use it
Once, during company setup, to define a numbering series for each kind of voucher. After that the system stamps the next number every time you post that voucher.
Before you start
- You need an admin or accounts role.
- Decide your format (prefix plus how many digits) and whether numbers should restart each fiscal year.
Where to find it
Masters > Vouchers > Numbering.
The fields on this screen
| Field (on screen) | What to enter | Required |
|---|---|---|
| Voucher Number Set Name | Name for this numbering rule, so you can pick it on a voucher type. | Yes |
| Numbering Pattern | Pattern for the number, such as SV-{NUM:6}. NUM:6 is a running number padded to 6 digits. | Yes |
| Starting Value | The number this series counts from. Once numbers have been issued it no longer has any effect. | No |
| Reset Period | How often the count restarts: never, yearly, monthly or daily. A restart needs a date on the document. | No |
| Fiscal Calendar | Which calendar a restart follows, BS or AD. It only matters when Reset Period is not never. | No |
| Scope Columns | Name a field to keep a separate running number for each of its values. Leave it blank for one count. | No |
| Allow Manual Override | (not explained yet) | No |
| Bound Feature ID | (not explained yet) | No |
How the number is built
The Pattern is a template. {NUM:6} means the running counter, padded to 6 digits. When the series
resets, you can add date pieces: {YEAR} (fiscal year), {MONTH:2}, {DAY:2}. If your company has
more than one Organization, add {ORG} so each organization's numbers look different. Without it, two
organizations that each count 1, 2, 3... print the same number.
Examples:
RV-{NUM:6}->RV-000001PUR-{YEAR}-{NUM:5}(yearly reset) ->PUR-2082-00001RV-{ORG}-{NUM:6}(multi-organization company) ->RV-1-000001for Organization 1,RV-35-000001for Organization 35
Adding a record
- Open Masters > Vouchers > Numbering.
- Click Add / New.
- Enter the Number Set name and a Pattern (include
{NUM:6}). - If the count should restart, choose the Reset Period and Calendar. Pick the Feature it numbers.
- Click Save.
Changing or deleting a record
- You can edit a series (for example, change the prefix) before anyone starts using it.
- Avoid changing the pattern of a series that is already in use. Past numbers stay as they are, and the format should stay consistent.
Tips and common mistakes
- Always keep
{NUM}in the pattern. Without it, every voucher would get the same number. - A yearly reset needs the voucher date. The counter restarts each year only if the voucher carries a date; otherwise it keeps counting up.
- Use one series per voucher screen. Point each series at a single Feature so the system knows which number to use.