Manual
Number series
Every customer, vendor and item, and every document and posted document, gets its number from a number series: a code such as S-INV with a first number such as SI000001. The next number is the last one used plus one, so numbers follow on without gaps and nobody has to think of one.
Setting up a series
Number series are kept on No Series (in the Accountant’s menu under Setups, or the Administrator’s under No Series). Each series has a Code and a Description, and its numbers on No Series Lines (the No Series Lines action):
| Field | What it is for |
|---|---|
| Starting No | The first number, such as SI000001. A letter prefix and six digits keeps numbers easy to read and sort. |
| Starting Date | The date the line is used from, for a series that starts again, say, each year. |
| Last No Used | The number given most recently. The next record gets the one after it. |
| Last Date Used | When the series last gave a number. |
| Increment By No | How far each number moves on: 1 unless set. |
Which setup names which series
A series does nothing until a setup names it. Each setup has a Number Series group:
| Setup | Its series fields |
|---|---|
| Sales Receivables Setup | Customer Nos, Contact Nos, Quote Nos, Order Nos, Invoice Nos, Credit Memo Nos, Posted Invoice Nos, Posted Credit Memo Nos, Posted Shipment Nos, Return Order Nos, Posted Return Receipt Nos; and under Cash Receipts, Cash Receipt Nos and Cash Refund Nos; under Cash On Delivery, Receipt Document Nos |
| Purchases Payables Setup | Vendor Nos, Quote Nos, Order Nos, Invoice Nos, Credit Memo Nos, Posted Invoice Nos, Posted Credit Memo Nos, Posted Receipt Nos, Return Order Nos, Posted Return Shipment Nos; and under Payments, Payment Nos |
| Inventory Setup | Item Nos., Transfer Order Nos., Posted Transfer Shipment Nos., Posted Transfer Receipt Nos., Assembly Order Nos., Posted Assembly Order Nos. |
A journal batch can name a series too (No Series on General Journal Batches, No. Series on Item Journal Batches): new journal lines then take their Document No from it.
At Passion Bakery, a new customer is numbered from C000010 on, a new item from FG000010, a sales invoice SI…, and it is posted as PSI…. The training company’s data lists every series.
When a series is missing
A record whose setup names no series can’t be created, and a document whose posted series is blank can’t be posted. Business Assistant says which field is empty, such as “Customer Nos must have a value in Sales Receivables Setup.” The Assistant then offers in the Chat to set one up: press Help me, and it proposes a series (one you already have that suits, or a new one such as CUST from C000001) and fills in the setup’s field once you press Confirm.
Note
The number fields that a series fills, such as a customer’s No, can’t be typed in: the number appears once the record is made.