Transaction sequence is a unique document number generated by VIENNA Advantage ERP/CRM application while saving a particular transaction such as Invoices, Debit/Credit Notes, Sales / Purchase Orders, etc. all these transactions require a document number.

Only one document sequence can be linked with a Document type however document sequence can be defined for organization Level in a single sequence record.

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How to Setup Transaction Sequence

Create a new Document Sequence

Or Search for ‘Transaction Sequence’ in the search utility available in Menu.

Open

The following screen appeared once the system opens the Document sequence:

Open

Complete the information as shown below to create a new Document sequence:

Open the ‘Transaction Sequence’ window. 

Add a new record on the Sequence tab.  

Enter a ‘Name’ for the transaction sequence which is mandatory.

Enter a short ‘Description’ for the transaction sequence which is optional. 

Select the ‘Auto Numbering’ check box. The Auto Numbering checkbox indicates that the system will assign an auto-generated number. 

Enter ‘Increment’ for this Document Sequence. The Increment indicates the number to increment the last document number by to arrive at the next sequence number.

Enter ‘Current Next’ for this Document Sequence. The Current Next indicates the next number to use for this document after using the same is incremented with a defined value in the increment field 

Enter a ‘Prefix’ and ‘Suffix’, if desired, for this Document Sequence. The Prefix indicates the characters to print in front of the document number.  The Suffix indicates the characters to append after the document number. 

The Organization Level indicates sequence can be defined organization-wise. If the Organization Level checkbox is checked then you will have to define the ‘Org Column’ field. Most of the tables have the same Format text “AD_Org_ID”.

To see the Format text, click on the extreme Right side of the Organization column on the respective table or screen, you will get three options- Zoom, preferences, and refresh.

Click on the Preferences, you will get the following display:

Copy the column name and enter this at the Org Column so that the right effect will come into the system while defining the multiple sequences based on the organization.

The ‘Restart Sequence Every Year’ checkbox indicates that the document sequencing starts from the number defined in the field ‘Start No’ on the first day of the year. If the Restart Sequence every Year checkbox is checked then the Restart Sequence every month checkbox will show up which indicates that the document sequencing starts from the number defined in the field “Start No” on the first day of the Month.

The ‘Date Column’ indicates the date_column_name to be used for sequence handling. For example, if the user wants to restart the sales order document number every year based on the order date, then the user needs to enter the “DateOrdered” or some other date column in the Date Column field. 

User has to enter the field reference in the ‘Date Column’ Field from where the user wants to pick the date. Suppose the user has to create a document sequence for the Invoice (Vendor) window then the user will pick a date from the Invoice (Vendor) window, there are three dates in that window the user can use the Account date or some other date for sequence handling. To identify the particular field the user needs to Login with System Administrator Role.

‘Append Years as Prefix’ checkbox indicates that year should be appended before the prefix in the document number. For example; [2022PO10005] where 2022 is the year, PO is the prefix and 10005 is the document number. If Append Years as Prefix checkbox is checked then the checkbox Append Month After Year will be visible which indicates that Month should be appended after the year in the document number.

‘Start No’ field indicates that starting document number is defined based on each year or the Organization Level checkbox is checked then defined based on each organization document sequence will start with this number.

‘Maintain Separate Trx’ checkbox restricts maintaining separate transactions for document numbers.

If the Organization Column format is not correct. Document Sequence will accord the predefined document sequence that is defined for the transaction window. 

If Organization Level or Auto Numbering checkbox is checked then Tab: “Sequence No” will be editable and the Current Next field on Tab: “Sequence No” used instead of the header tab current next field. 

If anyone from the three fields ‘Suffix/Prefix’ or ‘Append Years’ as Prefix is defined at the Sequence No. tab. then System will pick all three field values from the Sequence No tab otherwise pick information from Document Sequence Header. 

Sequence Tab will be displayed as follow:

To define the different document sequence-based on each Organization then the user needs to move on to the ‘Sequence No’ tab and needs to select the Organization from the Organization drop-down.

Enter the Year in the Year & Month section.

Enter the Current Next number and define the Prefix & Suffix.