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Number Series - Activities, N/L Transactions

This page describes the Number Series - Activities, N/L Transactions setting in the CRM module.

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If you use Activities to post time to Projects, you can have that time posted to Work in Progress Accounts in the Nominal Ledger. In order for an Activity to post time to Work in Progress Accounts, that Activity must cause the creation of a Nominal Ledger Transaction. This will occur if the following conditions are met:

• You post time to a Project in which the Use WIP option has been selected; and
  

• You have specified in the Sub Systems setting in the Nominal Ledger that Transactions can be created from Activities.

Usually when a Nominal Ledger Transaction is created from a sub system record, its Transaction Number will be the same as the sub system record number. For example, a Transaction created from Invoice 1001 will have the Transaction Number S/INV.1001. However, this numbering system is not suitable for Transactions created from Activities because most Activities will not cause Nominal Ledger Transactions to be created. Consequently, the Transactions that are created will not follow a sequential number series.

To solve this issue, Activities have two unique identifying numbers: the Activity Number and the Activity Transaction Number. Every Activity has an Activity Number, but an Activity will only be given an Activity Transaction Number if it is one that has caused a Nominal Ledger Transaction to be created. This allows Transactions created from Activities to follow a sequential number series. The Activity Number and the Activity Transaction Number are not visible in the interface.

By default, the Activity Transaction Number sequence will begin at 1. If you would like it to begin elsewhere, use the Number Series - Activities, N/L Transactions setting to define the sequence that is to be used. Usually, you will only need to define a single number sequence for each year. This is because you won't be able to change the Activity Transaction Number in an individual Activity to one from another Number Series since the Activity Transaction Number is not visible.

To open the Number Series - Activities, N/L Transactions setting, ensure you are in the CRM module and double-click (Windows/Mac OS X) or tap (iOS/Android) 'Number Series - Activities, N/L Transactions' in the 'Settings' list. The following window will appear:

Enter each new Number Series on the first blank line. The sequences that you enter should not overlap.

When the setting is complete, click the [Save] button (Windows/Mac OS X) or tap √ (iOS/Android) in the Button Bar to save the changes. To close the window without saving changes, click the close box (Windows/Mac OS X) or tap < (iOS/Android).

Please refer to the description of the Project and Invoice Item fields on the 'Contact' card of an Activity here for more details about using Activities to post time to Projects.

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Settings in the CRM module:

• Introduction
  

• Activity Classes
  

• Activity Consequences
  

• Activity Priorities
  

• Activity Types
  

• Activity Types, Subsystems
  

• Additional Email Recipients
  

• Classification Types
  

• Company Workflow Overview
  

• Contact Classifications
  

• Contact Settings
  

• Courtesy Titles
  

• CRM Settings
  

• Customer Categories
  

• Favourite Activity Types
  

• Global CRM Settings
  

• Industries
  

• Info in Customer Status Report
  

• Info in Supplier Status Report
  

• Job Titles
  

• Leads
  

• Lead Sources
  

• Lead Status
  

• Map Setting
  

• Normalized Phone Numbers
  

• Number Series - Activities, N/L Transactions
  

• Number Series - Customer Letters
  

• Number Series - Opportunites
  

• Opportunity Classes
  

• Telephony Settings
  

• Text Types
  

• User Defined Fields - Activities
  

• User Defined Fields - Contacts
  

• User Defined Fields - Items
  

• User Workflow Overview

Go back to:

• Home page for CRM module manual
  

• Home page for Standard ERP manual

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