How to customize reference number format?

For document related to SALES

1. Go to "My Biztory"

2. Click “Sales” and you can see "Numbering".

3. Over here you can customise your reference numbering format for various document including:

• Credit sales invoice number

• Cash sales invoice number

• Quotation reference number

• Credit note reference number

• Official receipt reference number

{{YYYY}} = 4 digits year : {{2018}}

{{YY}} = 2 digits year : {{18}}

{{MM}} = Month : {{08}}

{{DD}} = Day : {{02}}

{{NUM4}} = 4 digits running number : {{0001}}

{{NUM3}} = 3 digits running number : {{001}}

{{NUM2}} = 2 digits running number : {{01}}

4. You can set it start with INV or I or any preferable alphabet or you do not need to add any alphabet. For example, we set it starting with INV, then choose {{YYYY}} , it will automatically set as current year 2021, {{DD}}, today date, and {{NUM4}} 4 digit numbers behind.

 5. Repeat the same action to: 

• Cash sales invoice number

• Quotation reference number

• Credit note reference number

• Official receipt reference number

6. If you select “No”, the reference number will be exactly the same with what you set here. If you select “Yes”, there will come out an input field to allow you to custom your reference number. 

For example, you can see an input field to custom your invoice number. If you leave this column blank then it will use the reference numbering format you set.

7. Save all the settings.

8. The reference numbering will show like:

Sales invoice: INV{{YYYY}}{{DD}}{{NUM4}}

Quotation: QUO{{NUM2}}

Credit note: CN{{NUM3}}

Official Receipt: OR{{NUM5}}

9. You can check to ensure the running number here. In order to ensure the running number is up-to-date to the latest one, you can click “Get last ref num” then you do not need to check what is the latest running number. 

Note: If you accidentally deleted a credit sales invoice with running number 212, you can change the running number for credit number from the latest 213 to 212.

For document related to PURCHASE

1. Go to "My Biztory"

2. Click “Purchase” and you can see "Numbering".

3. Over here you can customise your reference numbering format for various document including:

• Purchase Order reference number

• Payment Voucher reference number

4. Repeat the same actions as sales related reference numbering formatting settings.

5. For example, 

Purchase Order, PO{{NUM5}}

Payment voucher, PV{{NUM5}}

For document related to EXPENSES

1. Go to "My Biztory"

2. Click “Expense” and you can see "Numbering".

3. Over here you can customise your reference numbering format for various document including:

• Expense reference number

4. Repeat the same actions as sales related reference numbering formatting settings.

5. For example, EXP{{NUM5}}

For JOURNAL

1. Go to "My Biztory"

2. Click “Journal” and you can see "Numbering".

3. Over here you can customise your reference numbering format for various document including:

• Journal reference number

4. Repeat the same actions as sales related reference numbering formatting settings.

5. For example, JV{{NUM5}}