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This text refers to program version 8.5  

Number Series - Cash Out

This page describes the Number Series - Cash Out setting in the Cash Book module.

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Whenever you enter a new record in the Cash Out register, it will be given a unique identifying number, based on a sequential number series.

You can have a number of sequential number series running at the same time, or at different times. For example, you may want to use different sequences to represent different years or different departments.

The Number Series - Cash Out setting allows you to take advantage of this feature. Here you can define the number sequences that you would like to use with Cash Out records.

To open the Number Series - Cash Out setting, ensure you are in the Cash Book module and double-click (Windows/macOS) or tap (iOS/Android) 'Number Series - Cash In' 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. The Comment will be shown in the 'Paste Special' list, so enter some text that will help you choose a number from the correct sequence.

If you are using the Common Number Series option in the Cash Book Settings setting and you have entered at least one number sequence on flip C of the Payment Modes setting, the number sequences that you enter here must be different to the number sequences in the Payment Modes setting.

The N/L field gives you a measure of control over whether Nominal Ledger Transactions will be generated automatically when you mark Cash Out records from a particular sequence as OK and save them. Using 'Paste Special' from the N/L field brings up a selection list containing two options: "Generate Transactions" and "Do Not Generate Transactions". 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.

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

Once you have defined number sequences for Cash Out records, you can allocate a specific sequence to an individual user using the Cash Out No. field on the 'Number Series' card of the user's Person record in the System module. When that user enters a record to the Cash Out register, its Cash Out Number will be the first unused number in that specific sequence. If you do not allocate a specific sequence to a particular user, Cash Out Numbers will be taken from the first valid Number Series in this setting. For a particular Cash Out record, any user can change to the next number in any other valid Number Series using 'Paste Special'.

If you leave the Number Series - Cash Out setting empty, Cash Out Numbers will all be taken from the same sequence, starting at 1 and continuing consecutively. If you want to start from another number, simply specify it in a new Cash Out record before saving.

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