Configuring the transaction reference for voucher numbering
When configuring the transaction reference to include voucher numbering, you are recommended to set one of the following for the date or period Value:
- 12 (year CCYY)
- 123 (year and month CCYYMM)
- 1234 (full date CCYYMMDD)
- 5 (period FFFFPPP)
- 6 (year of accounting period FFFF)
where FFFF and PPP represent the financial year and period respectively.
The value that you set should depend on the restart interval set for the voucher numbering, in the Restart option on Voucher Number Stream Setup (VNS) (or the Sequence Restart option on Ledger Setup (LES) if the voucher number stream is set to Use Ledger Setup Default).
Examples
1. If voucher number is set to be restarted yearly, you are recommended to set the Value field in the transaction reference to 6, as the Sequence Restart by year option in voucher numbering uses the financial year from the period.
2. If Sequence Restart is set to Period (the voucher numbering is restarted by change of period), you must set the Value field in the transaction reference to 5, period, to avoid any discrepancies in the numbering. In this example, the numbering format is Journal Class + Period (FFFFPPP) + sequence number.
3. If the voucher numbering is set to be restarted daily, you are recommended to set the Value field in the transaction reference to 1234 so that every individual day's full date is included within the voucher number, and there can be no discrepancies in the numbering. In this example, the numbering format is Journal Class + Date (CCYYMMDD) + sequence number.