Several of the most important modules in the program are larger registers containing a large number of registrations. Each entry is thus registered with its own unique number, acting as an important reference.
Before you start using the program you can adjust the number series for every register. This might be useful if you have used a different system previously and would like to continue with the same number series as before. You can add a First no. up to the point when you enter the first data into the register. You can then only make changes to the Last used number. If you add the last used number, the next number in the number series will be used for the next registration.
Once a number series is in use, only the last used number may be changed.
First-time Startup of the program
During the first time startup you are given the opportunity to make changes to the different number series. Both the first and last used number may be overwritten at this stage.
How to change a number series
Go to View - Settings - Company. In the Company Settings tab you will find the Number Series button. Clicking on it opens the Company Settings for Number Series window, where you can change the first number for contacts or suppliers, for example, by clicking inside the First no. column and entering your preferred start number. This number may only be changed to a higher value. Fields that may no longer be changed are marked in red.
Overriding product numbers
When you create a new product or duplicate a product you can overwrite the automatically assigned product number. The Last used field in the Company Settings for Number Series will then be updated accordingly.
Note! If you create a 'hole' in the
number series in this way, you can fill it by overwriting product numbers
later. However, the Last used
field in the number series will nonetheless remember the highest number
that has been used, as you cannot reset the last used number to a lower
value.
Invoice and Credit Note numbers
These two number series should not overlap. By default, invoice number start from 1 and credit note numbers start from 90,000. If you would like to changes this you should ensure to leave a suitable 'gap' between the two number series so that they will never overlap.
Number series for journal entries in the Accounting module
These are controlled by a separate setting in the Accounting Settings. You can find out more about Journal numbering here.
Number series at the start of a new year
By default, each journal type is given its own number series. Each number series starts afresh at No.1 every new year unless you override this manually before you start posting journal entries. Other number series, e.g. Order number, Invoice number and Customer number will continue where they ended the previous year.
Find out more about the period between two accounting years here.
Note for starting a new accounting year: It is important to bear in mind that the invoice number series, for example, cannot be reset to 1 at the start of a new accounting year. Your books should never contain two invoices with the same invoice number. Thus the invoice number series is continuous year on year.
Read more about: