Number Series - Expenses

This page describes the Number Series - Expenses setting in the Expenses module.


Whenever you enter a new Expense record, it will be given its own unique identifying number, based on a sequential number series.

You can have more than one sequential number series running at the same time, or at different times. For example, you may want to use different sequences to represent different departments or branches, or you may want to use different sequences to represent different fiscal or calendar years.

The Number Series - Expenses setting allows you to take advantage of this feature. Here you can define the number sequences that you would like to use with Expense records.

To open the Number Series - Expenses setting, ensure you are in the Expenses module and double-click (Windows/Mac OS X) or tap (iOS/Android) 'Number Series - Expenses' in the 'Settings' list. The following window will appear:

Enter each new Number Series on the first blank line. The sequences that you enter should not overlap. The Comment will be shown in the 'Paste Special' list, so enter some text that will help you choose a number from the correct sequence.

The N/L field gives you a measure of control over whether Nominal Ledger Transactions will be generated automatically when you mark Expense records in a particular sequence as OK and save them. Using 'Paste Special' from the N/L field brings up a selection list containing two options: "Generate Transactions" and "Do Not Generate Transactions". Select the first option if Nominal Ledger Transactions are to be generated and the second if they are not. In effect, this feature is an exclusionary one in that you can only choose to not have Nominal Ledger Transactions created for a particular number sequence. If the overall preference (set in the Sub Systems setting in the Nominal Ledger) is to not have such Transactions created, you cannot decide to have them created for a single sequence.

When the setting is complete, click the [Save] button (Windows/Mac OS X) or tap √ (iOS/Android) in the Button Bar to save the changes. To close the window without saving changes, click the close box (Windows/Mac OS X) or tap < (iOS/Android).

When you enter a record in the Expense register, the next number in the first valid Number Series entered to this setting will be used as a default; change to the next number in any other Number Series using 'Paste Special'.

If you leave the setting empty, Expense Numbers will start at 1 and continue consecutively. If you want to start from another number, simply specify it in a new Expense record before saving.


Settings in the Expenses module:

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