For each company that you set up, you need to assign unique identification codes to things such as general ledger accounts, customer and vendor accounts, invoices, and documents. Numbering is important not only for identification. A well-designed numbering system also makes the company more manageable and easy to analyze, and can reduce the number of errors that occur in data entry.
You can set up a complete numbering system with an unlimited number of number series. You can use number series for all types of documents and journals, as well as for master data such as customers, items, and jobs.
You can combine the use of number series with manual numbering.
You create a numbering system by setting up one or more codes for each type of master data or document. For example, you can set up one code for numbering customers, another code for numbering sales invoices, and another code for numbering documents in general journals.
After you have set up a code, you set must set up at least one number series line. The number series line contains information such as the first and last number in the series and the starting date. You can set up more than one number series line per number series code, with a different starting date for each line. The series will be used consecutively, starting each series on the respective starting date.
If you want to use more than one number series code for one type of master data - for example, if you want to use different number series for different categories of items - you can use number series relationships.
In addition to the numbers that you assign manually or by use of the numbering system, all transactions (ledger entries) are automatically assigned consecutive numbers. These numbers can be seen in the Entry No. field in all the ledger entry windows. You cannot modify or delete these numbers.
The following table describes a sequence of tasks, with links to the topics that describe them. These tasks are listed in the order in which they are generally performed.
| To | See |
|---|---|
Set up number series codes. | |
Set up one or more number series lines per code, with a different starting date for each line. | |
Set up number series relationships between number series codes that can be used for the same type of document or master data (such as item or customer cards). |