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Choose the numbers people see, before the first document

Choose the numbers people see, before the first document

Number your documents across companies and branches · presentation 2 of 2 · for the whole-system operator — you run the books Read the transcript · Back to the series

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Number your documents across companies and branches · presentation 2 of 2

Choose the numbers people see, before the first document

You can say which number GadgetSphere's bank reconciliation, auditor, customers and LHDN each work from…

Who sees which number

Step 1 — Decide which number each reader will see

You will know which number each outside reader works from, and can decide it before go-live.

What this step names
  1. Decide which number your receipts print
  2. Write it down
  3. Tell every auditor which document and number you are giving them

Step 2 — Put a prefix on the printout, not in the number

GadgetSphere's receipts can carry a branch-style number without changing how numbers are stored.

What this step names
  1. The stored numbers are plain integers
  2. Nothing adds a prefix
  3. A year
  4. Zero-padding to them

Before go-live

Step 3 — Ask for a starting number before the first document

You will know when a starting number is possible and when it is too late.

5,000,001

…bills to start at 5,000,001 on the day the tills go live

Step 4 — Set the code prefixes before the first customer or supplier

New customers, suppliers and employees get codes in the shape you chose.

Where this step sits
    flowchart TD
  s1["1. Decide which number each reader will…"]
  s2["2. Put a prefix on the printout…"]
  s3["3. Ask for a starting number before…"]
  s4["4. Set the code prefixes before the…"]
  s5["5. Run the month-end number check"]
  s6["6. Tell a real duplicate from the…"]
  s1 --> s2
  s2 --> s3
  s3 --> s4
  s4 --> s5
  s5 --> s6
  classDef here fill:#1e40af,stroke:#1e40af,color:#ffffff,font-weight:bold;
  class s4 here;

Checking the numbers

Step 5 — Run the month-end number check

You will have a check to run each month and know which faults you cannot fix from a screen.

What you do
  1. Start with the Sales Invoice listing, which always shows all three number columns…
  2. Keep both ends the same number of digits…

Step 6 — Tell a real duplicate from the design, and reset safely

You can answer "two documents have the same number" and ask for a reset without creating the problem.

What you do
  1. Check the document type and the level
  2. Ask support for a value above both the highest number on any document and…

NarrationSlide 1 of 10

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Where every document number comes from — transcriptChoose the numbers people see, before the first document — transcript