Setting up sequence numbers

Use the Sequence Numbers page to specify prefixes and beginning sequence numbers for cash receipts, tax invoices, accounts receivable, leases, and coupons. You can also view the last used sequence number and reset the beginning sequence number.

By having different prefix and sequence numbers the action performed is easily distinguishable on the related screen and printed forms.

Use the Cash Receipt tab to set up prefix and sequence numbers for:

  • Check Payment
  • Currency Exchange
  • Cash Adjustment
  • Cash Check
  • Cash Drop
  • Cash Payment
  • Paid Out

Use the Tax Invoice tab to set up a prefix and sequence number for the sequence names. Some of the possible values are:

  • Advance Deposit
  • Advance Deposit Forfeit
  • Advance Deposit Return
  • A/R Invoice Payment
  • Credit Note
  • Payment Correction/Adjustment
  • Payment
  • Advance Deposit Fiscal Receipt
  • Advance Deposit Fiscal Receipt Credit Note
  • Advanced Deposit Tax Invoice Credit Note
Note: The Advance Deposit Fiscal Receipt, Advance Deposit Fiscal Receipt Credit Note and Advanced Deposit Tax Invoice Credit Note sequence names are displayed only when the TAXINVATPAYMENT property parameter is set to False and the EINVOICINGPLATFORM property parameter is set to TCI.

Use the Accounts Receivable tab to set up a prefix and sequence number for payment receipts.

Use the Lease tab to set up beginning sequence number for lease accounts, and prefix and sequence number for:

  • Rental Invoice
  • Rental Credit Notice
  • Hire Invoice
  • Hire Credit Notice
  • Maintenance Invoice
  • Maintenance Credit Notice
  • Service Invoice
  • Service Credit Notice
  • Incidental Credit Notice
  • Incidental Invoice
  • Pro Forma Invoice
  • Advance Deposit Receipt
  • Advance Deposit Refund Receipt

Use the Coupon tab to allow the user to specify a Prefix and Sequence Number for Coupons printed in the application for the selected property.

  1. Select Administration > Property > Setup > Sequence Numbers.
  2. Click the required tab.
  3. Specify this information:
    Cash Receipt Prefix
    An alphanumeric prefix 1-3 in length.
    Beginning Sequence Number
    A numeric value. The maximum value is 999999999999999999..
    Last Used Sequence Number
    A numeric value can be set to a maximum value of 999999999999999999.
    Note: The application updates this field for the Coupons tab, when a new Coupon number is generated for a coupon printing.
    Fix Number Length
    The total number of characters allowed in the invoice number for the Tax Invoices. The invoice number is a combination of prefix, leading zeros, and the sequence number.
    Note: 
    • You must specify this value for Philippines.
    • You must specify the sequence number that does not exceed the value in this field.
    • The maximum value is 18.
    • Zeros are included in the beginning of the sequence number, if required. For example, If Fix Number Length is 10, prefix is 2023 and the sequence number is 450. The generated invoice number is 20230000000450.
  4. Optionally, you can reset the beginning sequence number by selecting the sequence name, then clicking the Actions button and selecting the Reset Beginning Sequence Number link.