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Customer Reference Number (CRN)
Customer Reference Number (CRN)

Setting Up Customer Reference Number (CRN) in ProdSys

Updated over 3 months ago

Introduction
The Customer Reference Number (CRN) is a unique identifier used to track invoices and payments in a structured and automated way. In ProdSys, you can easily set up and configure how CRNs are generated for your transactions, providing accurate and efficient tracking for your business records. This article will guide you through the step-by-step process to configure the CRN generation in ProdSys.

Purpose of CRN

The primary purpose of the CRN is to assign a unique, traceable number to every transaction. This ensures proper linking of invoices, payments, and customer data. By automating CRN generation, businesses can streamline payment tracking and reduce manual errors.

How to Set Up CRN in ProdSys

Step 1: Access the CRN Setup

  1. Login: Start by logging into your ProdSys account using your username and password.

  2. Navigate to CRN Settings: From the main menu, go to Settings > Customer Reference Number (CRN).
    ​https://app.prodsys.com/#/settings/kid

Step 2: Configure the CRN Format
Once inside the CRN settings, you can set up the format of the CRN according to your needs.

  1. Format Selection:
    In the Format field, you can choose a validation method like Mod10, which checks the validity of the CRN generated.

  2. Select Template:
    From the dropdown menu, you can select an existing template or create a new format. Templates allow you to define how the CRN will be structured, using various placeholders and numerical sequences.

  3. Customize the CRN Format:
    You can insert placeholders by using the <#> icon to build your custom CRN format. For example:

    • {categoryNumber} represents the category of the invoice.

    • {customerNumber} represents the customer’s unique identifier.

    In the example shown, the format is defined as 7{categoryNumber}5{customerNumber} which generates a CRN with category and customer numbers.
    ​Example result: 0270574150834 Where the last digit is the check number

  4. Example Field:
    As you configure the CRN format, an example will be shown below the format field, helping you preview what the final CRN will look like. For example, you might see something like 4{invoiceno}5{customerNumber}.

Step 3: Validate the CRN Format
Once you’ve configured the format:

  1. Check CRN:
    Click on the Check CRN button to ensure that the format and validation method are working as expected. This feature helps confirm that the CRN generated will meet your requirements.

Step 4: Save the CRN Setup
Once you are satisfied with the configuration:

  1. Save the Settings:
    Click the Save button to apply the CRN format. This will ensure that all new transactions generate CRNs according to the new format.

Tips for CRN Setup:

  • Use Custom Templates: By combining multiple placeholders, you can create highly customized CRNs that fit your business processes.

  • Check Validation Regularly: It’s important to periodically validate your CRN setup to ensure it remains compliant with your operational needs.

Conclusion

The CRN setup feature in ProdSys is a powerful tool for ensuring that all transactions are uniquely identified and tracked. By following the steps outlined in this guide, you can configure CRN generation to fit your business needs, automate tracking, and reduce errors.

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