Document Prefixes

July 17, 2014 in Library

Document Prefixes are a handy way of identifying where transactions originated and which group of users generated them through the system. For example, if you wanted to distinguish transactions entered by the Melbourne or Brisbane branches you could use an ‘M’ and ‘B’ prefix to do so. Either the Branch or selected Users can be assigned the required ‘Document Prefix’ in order to achieve this in the system. Then whenever a document number is automatically allocated by the system, the next number from the sequence is assigned based on those details held against the Branch or User creating the transaction.

To use User based prefixes, set the ‘Document Prefix’ using the User Details function and all the relevant transactions created by that user will carry the allocated prefix.

Alternatively if your users enter transactions over multiple branches, you can set a ‘Document Prefix’ at the Branch level instead of User.

Note: If you are keying in your own document numbers into the system then the prefix is not applied.

Document prefixes are allocated with system generated numbers on any of these transactions types:

  • Back Orders
  • Bank Deposit References
  • Consignment Notes
  • Credit Notes
  • Invoice Numbers
  • Job Numbers
  • Job Write-off Numbers
  • Manufacturing Jobbing Numbers
  • Manufacturing Work Orders
  • Purchase Orders
  • Remittance Advice
  • Sales Orders (Transfers, Quotes and Drafts also have a fixed prefix of T, Q and D respectively)
  • Sales Orders generated from back orders (these have fixed prefix of ‘BO’)
  • Shipments

In summary, if there is no ‘Document Prefix’ held against a Branch, a prefix may come from the User Details if it exists. When a Branch is used for the ‘Document Prefix’ the branch comes from the Stock Location. For example, if you create a sales order with stock to be issued from location N1 where the branch is ‘N’ (NSW) then the Order Number allocated would be ‘N1234’.

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