Order Number Settings in ProdSys
Managing order number settings in ProdSys is crucial for ensuring that each order type maintains a unique and sequential number. This prevents any overlap or confusion between orders, invoices, credit notes, and other transactions. The system allows you to customize and manage the last used number for each category of orders.
Purpose of Order Number Settings
The main purpose of this feature is to ensure that each type of transaction has its own distinct and automatically incrementing number. This avoids duplication and helps track the flow of each document in the system, providing clarity and traceability across orders, invoices, and other documents.
How to Access the Order Number Settings
Login: Begin by logging into your ProdSys account.
Navigate to Order Number Settings: From the main menu, go to System > Settings > Order Number Settings. This will display the current numbering system for each order category.
Key Features of the Order Number Settings Page
Order Category: The left column displays the different categories of orders, such as Purchase Orders, Invoices, Credit Notes, etc.
Last Used Number: The right column shows the last number used for that specific order category. The system will automatically increment this number for the next order in that category.
How to Manage Order Numbers
Viewing the Last Used Number: You can quickly view the last used number for any order type by checking the corresponding row.
Adjusting the Starting Number: If necessary, the starting number for any order type can be adjusted manually. For example, if a new system is being implemented and the old system left off at a specific number, you can input that number into the system.
Sequential Numbering: After an order or transaction is created, the system will automatically generate the next number in sequence. No further input is needed unless a specific adjustment is required.
Example Use Case
If your last invoice number was 5010011, the next invoice created in ProdSys will automatically be assigned the number 5010012. Similarly, for purchase orders, if the last number used was 569, the next purchase order will be numbered 570.
Best Practices
Monitor Regularly: Periodically check the order numbers to ensure that the system is functioning as expected and that numbers are not being skipped or duplicated.
Set Unique Ranges: If needed, you can allocate different ranges of numbers for different types of orders. For example, invoices may start at 500000, while purchase orders could begin at 100000, ensuring there is no overlap.
Backup Settings: Before making any manual changes to the numbering system, it’s a good idea to back up your current settings in case you need to revert them later.
Conclusion
Order number settings in ProdSys are a key part of maintaining organized and traceable records for your business. By using this feature to manage unique numbers for each order type, businesses can avoid confusion and maintain clarity throughout their order and invoicing processes. Regular review and careful management of these settings ensure smooth operations and accurate record-keeping.