When you add a transaction on transaction entry screens, Accounts Receivable assigns a document number. The number is a combination of:
When you add the transaction, you can ignore the numbers that Accounts Receivable assigns and enter your own document number. The only restrictions are that the document number contain no more than 15 characters and the number must be unique.
Use the Numbering tab of the A/R Options screen to set up the automatic numbering that Accounts Receivable uses for each document type. If your previous software program used document numbers, you may be able to continue using that numbering scheme. At any time, you can specify different prefixes and next numbers, but you cannot make a change that would create duplicate document numbers.
The prefix used for each document type (invoices, debit notes, credit notes, interest invoices, receipts, prepayments, unapplied cash, adjustments, and refunds) must be unique, to prevent duplicate document numbers.
The maximum characters in the prefix is six.
If you do not change the prefixes, Accounts Receivable uses the following prefixes for documents:
| Document Type | Prefix |
|---|---|
| Invoice | IN |
| Credit note | CN |
| Debit note | DN |
| Interest invoice | INT |
| Recurring charge invoice | RC |
| Receipt | PY |
| Prepayment | PP |
| Unapplied Cash | UC |
| Adjustment | AD |
| Refund | RF |
You can change a prefix at any time. However, you must be sure not to assign a number and prefix that has been used before.
If you use separate numbering for retainage, you can also specify the prefixes and next numbers for retainage documentson the Retainage tab of the A/R Options screen. If you do not change the prefixes, Accounts Receivable uses the following prefixes for retainage documents
| Document Type | Prefix |
|---|---|
| Retainage invoice | RIN |
| Retainage credit note | RCN |
| Debit note | RDN |
You can change the length of the numbers.for each document type. The maximum length of the document number (including the prefix) is 22 characters.
The Numbering tab displays the number that Accounts Receivable will assign to the next document of that type. When you first set up your system, Accounts Receivable automatically assigns 1 as the first document number.
If Accounts Receivable uses the assigned number when creating a document, the program updates the Next Number for the document type on the Numbering tab. The next number can go as high as 999999999 (if the Length allows), and then it is automatically reset to 1.
When adding transactions, you can enter your own document numbers. If you do, the information on the Numbering tab is not updated, even if you use the same number as the program would have assigned.
You can change the number on the Numbering tab at any time. However, you must be sure not to assign a number and prefix that has been used before.
Important! You cannot post two documents with identical document prefixes and numbers.