Each Purchase Invoice has its own unique identifying number, based on a sequential series. When entering a new Purchase Invoice, the next number in the series is used. If required, you can have a number of such sequences running concurrently, perhaps representing different years or different departments.

Use this setting to define these sequences, or Number Series. The different series should not overlap. If no Number Series have been defined, Purchase Invoice Numbers will start at 1 and continue consecutively.

Once defined, Number Series can be allocated to individual users using the Person register in the System module ('Ser Nos' card). In the Suppl Inv No field on that screen, enter the first number of the appropriate sequence for each user. If a particular user is not given a specific sequence, the first Number Series in the list will be used. For a particular Invoice, any user can change to any other Number Series using 'Paste Special'.

For each number sequence, you have a measure of control over whether Nominal Ledger Transactions are generated automatically when approving Purchase Invoices in that sequence. Using 'Paste Special' from the N/L field brings up a selection list containing two options: "GenTrans" and "Do Not GenTrans". Select the first option if Nominal Ledger Transactions are to be generated and the second if they are not. In effect, this feature is an exclusionary one in that you can only choose to not have Nominal Ledger Transactions created for a particular number sequence. If the overall preference (set in the Sub Systems setting in the Nominal Ledger) is to not have such transactions created, you cannot decide to have them created for a single sequence.

On double-clicking 'Number Series - Purchase Invoices' in the 'Settings' list, the following window appears:

Enter each new Number Series on the first blank line and, when finished, click the [Save] button in the Button Bar to save the changes. To close the window without saving changes, click the close box.

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