The setup is used for voucher numbering of G/L postings, and for control of the used voucher numbers against predefined ranges. You can allocate each number series to one or several transaction entry routines through the voucher types, see Enter invoices where the voucher number is the same as the document number.
- Select the Work with voucher number series menu item.
- On the main panel, click Add.
- You access the detail panel. Complete the following fields:
- Year
- Note: When you create a new series for the current accounting year, you must define it for the next year, as well.
- Series
- Enter the code that represents the voucher number series that you are creating.
- Description
- Handling code
- For new entries, the default value is 2, meaning the numbering is handled automatically by the system. You can change the given number within the valid range. The system will propose the number following the last one used in the series. This method is most common and you must use this for invoices transferred in batch, either from Distribution or through the general interface.
- For your information:
- If you enter 1, then the numbering is handled automatically by the system within the valid range. You cannot change the given number, the number is protected. The system will use the number after last one used in the series.
- If you enter 3, then the numbering is handled manually. You can then enter a number within the valid range. This method cannot be used for transactions created in batch.
- Duplicate control
- Only open for input if you have System Administrator authority. The protected default is YES, which means that no number in a series may be used twice in one accounting year.
- Last number used
- Enter the number in the series which has been used last. You can enter one unit lower than the first number, but not higher than the number you enter in Last number to use. The system will automatically update the field as the numbers are used. You can leave this field blank if you use handling code 3. Note: The information in this field is not copied with the copy function and must therefore be entered manually.
- First number to use
- Last number to use
- Check date sequence
- This function is not supported in the current release.
In the following two fields you enter the range of the valid numbers for the series.
Click OK to update. See Connect the voucher number series to a voucher type for further instructions.