Related topics
These entries are used for voucher numbering of G/L postings, and for control of the used voucher numbers against predefined ranges. Each number series is allocated to one or several transaction entry routines through the voucher types, and several voucher types can also use the same number series. For each number series you define a range of valid numbers, which can be the same for many number series, and the voucher numbering can also be more or less rigid.
Depending on the routine in which the number series is used, the postings can either be grouped together with one voucher number, or receive one voucher number per transaction. For invoices, which are already numbered, you can let the document and voucher have the same number.
When you create a new series for the current accounting year, you must define it for the next year as well. The space between the first and the last number to use must be large enough, so that the table does not turn over and tries to start from the beginning again, assuming that duplicate numbers are not allowed.
If all numbers in the series have not been used, i.e. there are free slots in the series, the system will use the first available number when the series spills over. If all numbers have been used, the table will not be allowed to spill over. In the manual entry routines, there will be an error message if no numbers are left in the series. You must then expand the number range, and try again. If the same thing happens in the batch entry routines, the voucher will receive voucher number 0, and the journal will not be updated, but will have to be maintained and updated in the journal maintenance routine after the series has been expanded. If forced update from journal maintenance is used, the voucher will not be updated at all, but an error posting will be created for the debit/credit difference, with voucher number 9999999.
A number series can be deleted even if it has been, or is, used for voucher numbering. You will then get an error message when you try to use a voucher type with this number series, and you will have to define another number series for the voucher type.
Options
Selection fields
- Year
- This column lists the years for which a voucher number series exists.
- Series
- This column lists the codes identifying the existing voucher number series.
- Description
- This column displays a description of the related voucher number series.
- First number
- This column displays the number with which the related voucher number series is to start.
- Last number
- This column displays the number with which the related voucher number series is to end.
Work with voucher number series (GDMD11504)
These entries are used for voucher numbering of G/L postings, and for control of the used voucher numbers against predefined ranges. Each number series is allocated to one or several transaction entry routines through the voucher types, and several voucher types can also use the same number series. For each number series you define a range of valid numbers, which can be the same for many number series, and the voucher numbering can also be more or less rigid.
Depending on the routine in which the number series is used, the postings can either be grouped together with one voucher number, or receive one voucher number per transaction. For invoices, which are already numbered, you can let the document and voucher have the same number.
On this panel you create a new or maintain an existing number series.
When you create a new series for the current accounting year, you must define it for the next year as well. The space between the first and the last number to use must be large enough, so that the table does not turn over and tries to start from the beginning again, assuming that duplicate numbers are not allowed.
Function keys
- Year
- Enter the accounting year for which the series shall be valid.
- Series
- Description
- Handling code
- For new entries, the default value is 2 (automatic numbering), since this method is the most commonly used. If you use the copy function, whatever is copied is displayed instead.
Enter 1 if the voucher numbering of G/L postings is to be automatically handled by the system within the valid range, and if it is also to be protected, meaning the given number cannot be changed. The system will use the number after the last one used in the series. Duplicate control must be YES for handling code 1.
Enter 2 if the numbering is to be handled automatically by the system, but you can change the given number within the valid range. The system will propose the number after the last one used in the series. Duplicate control must be YES for handling code 2.
Enter 3 if the numbering is to be handled manually, i.e. you enter a number within the valid range. For transactions created in batch, you cannot use manual numbering.
For vouchers that already have a number, e.g. invoices, you use handling code 2 or 3. For the manual registration of invoices where the invoice and voucher number are to be the same, i.e. one number per transaction, you must use a voucher number series with handling code 3. In this case the invoice/voucher number will be checked both against the document number series and against the range for the voucher number series. For invoices transferred in batch, either from DC1 Distribution or via the general interface, you will have to use a number series with handling code 2, but you can use voucher break level method 2 instead of 1, to set the voucher numbers equal to the document numbers.
- Duplicate control
- The protected default for this field is YES, which means that no number in a series may be used twice in one year. The field is only open for input if you have DC1 Administrator authority.
For number series with handling code 3, the system never proposes a number based on the last number used, so this field does not have to be completed. This field will be updated automatically as the numbers are used. The actual highest number used is displayed for an existing number series, which is the same as the last number used if the numbers are used in sequence. If the last number used is changed manually to a lower number which has already been used, and duplicate control is active, the number that the system will propose or use for the vouchers will be wrong, and cannot be used. You can then print a voucher number control list, displaying the actual last number used and correct the number here.
This information is not copied with the copy function and must be completed manually, if zero is not valid.
- Check date sequence
- This function is not supported in the current release.
Work with voucher number series, Copy (GDMD11505)
On this panel you copy an existing number series to a new year. The only information which is not copied directly from the selected series is the information in the Duplicate control and Last number used fields. All copied information can be changed.
- Year
- Displays the year(s) you selected to copy.
- Series
- Displays the series you selected to copy.
- New year
- Enter the new year for which you are creating a new voucher number series.
- New series
- The number series from the copied record is displayed. Leave as is, or enter a code to identify the new voucher number series you are creating.