Number Series - Purchase Invoices

Each Purchase Invoice has its own unique identifying number, based on a sequential series. When you enter a new Purchase Invoice, the next number in the sequence will be used. If required, you can have a number of such sequences running concurrently, perhaps representing different years or different departments.

Use this setting to define these sequences, or Number Series. The different series should not overlap. If you leave the setting empty, Purchase Invoice Numbers will start at 1 and continue consecutively.

Once you have defined number sequences for Purchase Invoices, you can allocate a specific sequence to an individual user using the Purch. Inv. No. field on the 'Number Series' card of the user's Person record in the System module. When that user enters a new Purchase Invoice, its Purchase Invoice Number will be the first unused number in that specific sequence. You can also set a universal default sequence in the Number Series Defaults setting, also in the System module. If you do not allocate a specific sequence to a particular user or set a universal default, Purchase Invoice Numbers will be taken from the first valid Number Series in this setting. For a particular Invoice, any user can change to the first unused number in any other valid Number Series using 'Paste Special'.

The N/L field gives you a measure of control over whether Nominal Ledger Transactions will be generated automatically when you mark Purchase Invoices 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: "GenTrans" and "Do Not GenTrans". 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 you double-click 'Number Series - Purchase Invoices' in the 'Settings' list, the following window appears:

Enter each new Number Series on the first blank line. 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. Then, when finished, click the [Save] button in the Button Bar to save the changes. To close the window without saving changes, click the close box.

If you are using the Common Number Series option in the Cash Book Settings setting in the Cash Book module and you have entered at least one number sequence on flip C of the Payment Modes setting, the number sequences that you enter in this setting must be different to the number sequences in the Payment Modes setting.


Settings in the Purchase Ledger:

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