All documents or transactions, such as sales orders, purchase orders, cash receipts, invoices or proformas, need to be uniquely identified with an auto-incremental number. Stockagile allows you to generate as many serial numbers as you need and edit them when necessary.
A serial number in Stockagile is composed of a prefix, a counter number represented with a specific length and a suffix. For example: F230012AB is composed of the prefix "F23", the counter "0012" represented in 4 digits and finally the suffix "AB".
To be considered
If you come from another program, and/or during the current period you have already started generating invoices with a serial number, we simply have to replicate it and set the counter to the next available number.
Requirements to be able to create and edit serial numbers
The user must have the role of OWNER, RETAIL MANAGER or WHOLESALE MANAGER. You can see the different types of roles in the section Create or edit a user.
Steps to create a serial number
Open the CONFIGURATION module in the left side menu, inside the MORE group.
Enter the SERIAL NUMBERS option.
In the list of serial numbers, click on the + NEW SERIAL NUMBER button located at the top right.
Fill in the following pop-up data:
Name*: name to be assigned to the serial number, for example "Invoices store 2023".
Type*: the type of serial number to filter and display it only in the appropriate place.
Legal entity name or franchise: in case there is more than one and it is intended to appear in a specific location, select one of these.
Prefix: text at the beginning of the serial number, for example "F23". YY or YYYY can be used to add the current year in 2 or 4 digits respectively. If used, the program will automatically reset the counter when changing the year.
Suffix: text at the end of the serial number, e.g. "AB". YY or YYYY can be used to add the current year in 2 or 4 digits respectively. If used, the program will automatically reset the counter when changing the year.
Counter*: autoincremental number.
Length*: number of characters of the previous counter. For example, the number "0012" is a 12 represented with a length of 4 characters.
Preview: this is not an editable field; it shows how the serial number will look with the data entered.
Finally, click on the SAVE button located at the bottom right of the pop-up and you will see how the list of serial numbers is refreshed, showing the one you have just created. If there are many serial numbers, depending on how they are ordered in the list, the new serial number may appear on another page of the list.
Step 2: list of serial numbers
Step 4: example of editing a serial number
Once the desired serial numbers have been created, go to the DEFAULT SERIAL NUMBERS section to assign them to each of the operations or documents that require them, such as wholesale invoices.
Step 5: "Default serial numbers" section