This option allows you allocate sequence numbers for invoices and credit notes, and control numbers for other documents such as requisitions, job cards, picking notes, estimates and delivery notes. Standard functionality exists that allows you to create and maintain records. There are two tabs to complete:
To access invoice/other document numbers:
The POINT OF SALE menu is displayed.
Select Miscellaneous options.
The SO MISCELLANEOUS OPTIONS menu is displayed.
Select the Invoice numbers option.
The Invoice numbers form is displayed.
The Invoice numbers form is displayed when you select the Invoice numbers option from the SO MISCELLANEOUS OPTIONS menu. From this form you can create and maintain sequence numbers for different types of document.
Company: Enter the Point-of-Sale Company number.
Department: Enter the Department code. For example, P (Parts), W (Workshop) or B (Bodyshop). This field can be left empty which means that all departments within the company use these settings.
Tip: Click the Ellipsis button
to search for a combination of POS company and Department.
Warning: Records must not be changed unless to add a journal type for an additional sequence. Proceed with extreme caution and ensure that you have sufficient knowledge and expertise required before commencing. Seek help and advice if appropriate.
The invoice/credit note sequence numbers are allocated to documents by the system. You may use different document sequences for different types of printed documents, or alternatively, the sequence may be allocated by the printer producing the document. For invoices, there are a maximum of 255 different sequence numbers that you can use.
There is a control on the Printing tab of the Flags-Priorities POS parameters (Invoice numbers from) that determines whether invoice/credit note numbers are allocated by the printer producing the document or by the document title.
If the sequences are to be controlled by the printers producing the document, the printer number to be used must identified in the Printer map within the System utilities, Management menu. The field to be set is POS doc printer no.
If the sequences are to be controlled by the document title, the sequence number to be used must be set against the document title in the POS parameters. For example, in the POS parameters, you might specify sequence 1 against all invoice titles, and sequence 11 against all credit note titles. In this case, you must enter the journal type to be used for invoices here against sequence 001 and the journal type to be used for credit notes against sequence 011. When a document is produced, the system subsequently looks at the Nominal Ledger Document numbers file (accessed via the NL SYSTEM MAINTENANCE menu), and checks the journal type for the next document number to use.
Warning: Records must not be changed unless to add a control number for a new document type. Proceed with extreme caution and ensure that you have sufficient knowledge and expertise required before commencing. Seek help and advice if appropriate.
This tab holds the control numbers for requisitions, job cards, picking notes, estimates and delivery notes. Each time a document is produced, the number for the document type increments by one.
Requisition number: The next number to be used for parts requisitions.
Job card number: The next number to be used for job cards.
Picking note number: The next number to be used for picking slips.
Estimate number: The next number to be used for estimates.
Delivery note number: The next number to be used for delivery notes.
