Search HansaManuals.com HansaManuals Home >> Standard ERP >> Point of Sales >> Settings Previous Next Entire Chapter in Printable Form Search This text refers to program version 8.5 Synchronised Number Series This page describes the Synchronised Number Series setting in the Technics module. This description focuses on its use in the Point of Sales module. Please refer here if you need a description focusing on its use in the Restaurant module.--- Each time you create a POS Invoice on a desktop client or on a till with a live connection to the server, the Invoice Number of that POS Invoice will be determined by the Number Series - POS Invoices setting, a setting that is stored in the main server database. This setting will send the first unused Invoice Number to the desktop client or live till, ensuring that a particular Invoice Number is only used once. This also ensures that all POS Invoices will have Numbers from the same sequence, irrespective of the machine on which they were created. This method of determining the Invoice Numbers of new POS Invoices cannot be used for POS Invoices created on tills with live-sync connections to the server. At the moment when you create a POS Invoice on a live-sync till, that till might not be connected to the server and so will not be able to refer to the Number Series - POS Invoices setting on the server for the next Invoice Number. An alternative method of ensuring the uniqueness of Invoice Numbers is therefore required, and is provided by the Synchronised Number Series setting. When a live-sync till logs in to the server for the first time, a batch of unused Invoice Numbers will be sent to that till from the Synchronised Number Series setting on the server. This batch of Invoice Numbers will be stored in the Number Series - POS Invoices setting on that till, and will be used when new POS Invoices are created. When the batch of numbers has been used up, another batch will be sent to the till from the server. In configuring the Synchronised Number Series setting, you should specify the first Invoice Number to be used, you should specify how large each batch should be, and you should specify when the next batch should be sent. As an example, you might specify that the first Invoice Number to be used is 1000, the size of the batch is 50 and the next batch should be sent when there are 20 free numbers left. When the first live-sync till logs in, numbers 1000-1049 will be sent to its Number Series - POS Invoices setting. The second live-sync till to log in will receive 1050-1099, the third one will receive 1100-1149 and so on. If the second till is the fastest at raising Invoices, it will reach the point of requiring a new batch most quickly (when it reaches Invoice 1080) and it will then receive the next 50 available numbers, 1150-1199. Once you have configured the Synchronised Number Series setting in this way and after the first live-sync till has logged in, you cannot change the start point of the number sequence. In this example, the sequence began with Invoice Number 1000 and continued from there. You will, for example, not be able to change to a sequence beginning with 10000 at the beginning of the next financial year. Instead, once it has started, the sequence will continue automatically ad infinitum from its original start point of 1000. This is to remove the possibility of using the same Invoice Number more than once. You can however change at any time the size of the batch and the point at which the next batch will be sent. If you also have desktop clients or tills with live connections to the server, you should take care when configuring the Synchronised Number Series setting. As mentioned in the previous paragraph, once the Synchronised Number Series has been initiated by the first live-sync till, you can't interrupt it or set a new start point. Therefore, it is recommended that you start the Synchronised Number Series from a relatively high number, and use lower numbers in the Number Series - POS Invoices setting on the server. As a result, the desktop clients and live tills will create POS Invoices with relatively low Invoice Numbers, and the live-sync tills will create POS Invoices with relatively high Invoice Numbers. If the live-sync tills will create POS Invoices with lower numbers, there is a risk that they will eventually catch up with old Invoices created by the live tills, resulting in duplicate Invoice Numbers. This description has so far described using the Synchronised Number Series setting to generate Invoice Numbers for POS Invoices. You should also use this setting to generate unique identifying numbers for Cash Events, Credit Card Slips, Deferred CC Transactions, Gift Receipts, Gift Vouchers Issued and Received and POS Sessions (i.e. records that will be created on live-sync clients where there should be no possibility of the same identifying number being used more than once). If you do not define a Synchronised Number Series for a particular register, tills will usually not be able to send records in that register to the server. For example, if you do not define Synchronised Number Series for POS Sessions, the first till on which a session was opened will send POS Session record number 1 to the server. The second till will then try to send its own POS Session record number 1 to the server. This attempt will fail, because a POS Session record number 1 already exists. If you had defined Synchronised Number Series for POS Sessions, the POS Session record created on the second till would not have been given the number 1. If you are using Synchronised Number Series for live-sync tills, you must also use the standard Number Series settings for the live tills (Number Series - POS Invoices, Number Series - POS Sessions, etc). For example, if you leave the Number Series - POS Invoices setting empty, a POS Invoice that is entered on a live till will be assigned an Invoice Number that follows on from the last Invoice entered. In this context, the last Invoice entered is the one with the highest Invoice Number, which is likely to be one that was sent to the server from a live-sync till. If you enter a POS Invoice on a live till, it will therefore "steal" an Invoice Number from the sequence assigned to a live-sync till. The next Invoice created on that live-sync till will therefore have a duplicate Invoice Number, so it won't be possible to send that Invoice to the server. Also, if you are using Synchronised Number Series for live-sync tills, you must not specify a number sequence for POS Invoices on the 'Number Series' card of the Person record for any user who will enter POS Invoices on live-sync tills. If you do, the user in question will not be able to save any POS Invoices on live-sync tills because an Invoice will try to take its Number from the sequence specified in their Person record. This Invoice Number will probably not be inside the sequence in the Number Series - POS Invoices setting on the till in question. The Synchronised Number Series setting is in the Technics module. Working on a desktop client before any live-sync tills have logged into the server, change to this module using the [Switch Module] button in the Navigation Centre or the Ctrl-0 (zero)/⌘-0 keyboard shortcut. Then, if you are using Windows or macOS, click the [Settings] button in the Navigation Centre, and then double-click 'Synchronised Number Series' in the 'Settings' list. If you are using iOS or Android, select 'Settings' from the Tools menu (with 'wrench' icon) and tap 'Synchronised Number Series' in the 'Settings' list. When the 'Synchronised Number Series: Browse' window opens, select 'New' from the Create menu (Windows/macOS) or + menu (iOS/Android) to create a new record, or double-click an existing record to modify it. When the record is complete, click the [Save] button (Windows/macOS) or tap √ (iOS/Android) to save it, or click [Cancel] or tap < to discard all changes.
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