Invoice series

Set how your invoices, notes, challans and orders are numbered: prefix, suffix, digits, next number, and which series is the default.

An invoice series decides the number printed on each document, such as SI/0001. Each document type has its own series, and each financial year has its own set. You can keep more than one series for the same type, for example one for retail and one for export.

Before you start

• The financial year must exist. See Financial years.
• You do not have to create a series. If none exists when you save your first document of a type, Arthlekha makes one for you. In a new financial year it copies the prefix and suffix from the year before and starts again from 1.

Steps

1. Open Settings > Configuration.
2. Click Invoice Series to open the section.
3. In Voucher Type, choose the document: Sales Invoice, Credit Note, Debit Note, Delivery Challan, Purchase Order, Proforma Invoice or Cash Memo (POS).
4. In Financial Year, choose the year.
5. The list shows every series for that type and year. The Current Default box at the top shows the series used when you do not pick one, and its next number.

Create a series

1. Click New Series. A form opens.
2. Type a Series Code, a short name such as MAIN, RETAIL or EXPORT. If a series already exists for this year, use a different code and a different prefix so the numbers do not look alike.
3. Type the Prefix, the text before the number, such as SI/ or RT/.
4. Type a Suffix if you want text after the number, such as /26-27. Most businesses leave it blank.
5. In Padding, type how many digits the number should have. 4 gives 0001.
6. In Next No, type the number the next document should get. Use 1 for a new year.
7. Switch on Default if this series should be used unless you pick another one. Keep Active on.
8. Check the Preview. It shows exactly how the next number will look.
9. Click Create Series.

Edit a series

1. Click the pencil button on the series row.
2. Change the fields you need. The Preview updates as you type.
3. Click Save.

Changing Next No changes the number of the next document only. Documents already saved keep their numbers.

Make a series the default

1. Click the star button on the series row. On a phone, tap Set Default.
2. The Default label moves to this series. Only one series per type and year can be the default.

Stop using a series

1. Click Off on the series row. On a phone, tap Deactivate.
2. The row turns grey and shows Inactive. It is no longer offered on documents.
3. Click On (or Activate) to use it again.

Choosing a series on a document

When a document type has more than one active series, the sales screen shows a Series box next to the date. Pick the series there. With only one active series, it is used without asking.

To type a number by hand for one sales invoice, click the small button inside the Inv No. box. The box turns yellow and its label changes to Inv No. (Manual). Click the button again to go back to automatic numbering. See Create a sales invoice.

Fields

Common problems

• Series Code is required. — type a series code before clicking Create Series.
• Select a Financial Year first. — pick a year in the Financial Year box.
• No Financial Year selected. Set one from Settings or Reports first. — the same cause. Pick a year in the Financial Year box.
• Invoice number 'SI/0005' already exists in this financial year. — Next No was set to a number already used. Edit the series and set Next No higher than the last number used.
• Invalid/Inactive invoice series selected — the series picked on the document was switched off. Pick another series, or switch it back on.

Related

• Financial years
• Configuration
• POS counter sale

More in Settings