For each estimate or document, you publish a number is generated that provides it with a unique identification. In this article, we will analyze the different ways this number may occur as well as the control you have over numbering, according to your needs.
1. Type-based document numbering
Every document type in Elorus defines a single serial numbering, provided that a specific sequence is not set at the time of publishing. For instance, the first “Invoice” document will receive the number #1, whereas the first “cash receipt” will be also numbered with #1. For a more detailed explanation on document types, you may refer to our article.
2. Sequence-based numbering
Every series in itself is designated as a unified serial numbering regardless of the document type. When you enter a new series on the application, you also define the document types to which it applies. You have to set at least one type of documents for each series. Suppose that you created series “A” for “Invoice” and “Credit Invoice” document types. The first “Invoice” you publish will receive the numbering #A-1, while the next of the same series will receive numbering #A-2, even if it actually is a “Credit Invoice”.
3. Automated & manual document numbering
Elorus, by definition, gives a new serial number to each document published, automatically, starting with number 1. If you wish the numbering to start with a different number, you will have to manually define it on the first document you issue. Then, Elorus will automatically manage the serial numbering from that point forward, for every document you submit the application. If, for example, you wish to start numbering your Invoices from 40, on the “Add” page below "Invoicing", you have to unlock the numbering field by clicking on the “locket” icon next to it and insert the number 40. Once the first document is saved, Elorus will assign number 41 to the next invoice you publish and so on.
Moreover, you may manually alter every document’s number- either during creation or after it is saved-, as long as this is a draft, by following the same steps, inside every document’s editing form.
NOTE: In the case of non-EU organizations that follow an alphanumeric/non-sequential numeric numbering you have to manually insert the desired number for sales and credit sales invoices.
4. Draft documents numbering
Draft documents also abide by the above-mentioned rules, receiving a number during their creation. A problem, however, may occur concerning a drafts’ numbering, in case a delay occurs and another document is published in the meantime.
The result will be the draft, when converted into an official document, to have a later date (but smaller number) to the next- in line- official document. This, in some cases, may not be entirely correct. Another case scenario is, a draft be deleted resulting in serial numbering gaps.
Should these problems arise and notice that you have to manually alter the numbering in several occasions, you can disable serial numbering for draft documents. All you need to do is, go to your “Settings” page and disable the relevant field below “Application settings". In this way, every draft you save in the application, instead of a number will bear an “N/A” (Not Available) label. The document will receive proper numbering once its status from “draft” becomes “issued”.
Elorus depending on the country of a registered organization will provide you or not with the “force sequential numbering” and “numbering padding” settings. European Union (EU) member states are obliged to apply a unique sequential number identifying their invoices. The majority of non-EU member states may follow a unique alphanumeric numbering (e.g. Invoice ABC-123) or a unique non-sequential numeric numbering.
The numbering padding and the force sequential numbering features are not available in countries that may use an alphanumeric numbering or a non-sequential numbering.
5. Numbering padding
For all sales and credit sales invoices, you can determine your documents to get a specific length of digits as numbering, referred to as “numbering padding”. Practically this means that your documents’ numbering can have a 3-digits figure, a 4-digits figure and so on, depending on what serves you best or the numbering your previous documentation used to get. Thus, you can continue using the same numbering format after you’ve moved on to Elorus invoicing or record older sales documents.
From the user’s menu choose Settings - > Application settings and set the numbering padding from 3 and up to 9 digits; for example 005 or 00005. If left blank, the numbering will start without padding by default.
6. Mandatory sequential numbering
In case your organization is established in the EU, Elorus enables you to apply a mandatory “rule” regarding official sales and credit sales documents numbering. This means that the system monitors whether the numbering follows a valid sequential order, in terms of date and numeral. As a result, Elorus prevents you from issuing documents that do not abide by the sequential numbering mandate. Note that, the force sequential numbering setting applies only to published documents and does not affect those in a draft state.
For example, let’s assume that the last invoice was issued on 12/6/2015 and got the number 2. If you attempt to issue an invoice dated 12/5/15 and number 3, Elorus will not allow you to save it and will display a notification similar to the one below.
Please bear in mind that this rule only applies to official invoices and has no effect on drafts. If enabled, Auto-numbering of draft documents will be deactivated, thus drafts will NOT receive automatic numbering until they are converted into official documents.
To be able to utilize this feature, the numbering of already published invoices must be valid up to present or the force sequential numbering setting be enabled upon creating your account in Elorus.
From the user’s menu choose Settings - > Application settings - > Force sequential numbering - > YES. Once enabled, Elorus will not allow you to edit issued documents and will display the message shown in the picture below.
In case you need to edit an invoice to alter other fields, besides invoice number and date, you will have to temporarily disable the force sequential numbering setting.
Finally, by pressing the “Sequential numbering” button found in the Settings menu, Elorus will run a check for errors in the sequence of documents, pinpoint them and provide you with suggestions to correct them.
NOTE: The force sequential numbering feature DOES NOT apply to estimates.