Automatic Numbering for Transactions

Use the Transaction Auto Numbering feature to have Deltek automatically assign check, reference, and voucher numbers when you enter transactions and process payments.

You turn on and configure the feature on the Transaction Auto Numbering tab of Advanced Accounting System Settings. If your firm uses multiple companies, you can set up auto numbering for each company on the Transaction Auto Numbering tab.

You can turn on automatic numbering per bank account for the following transaction entry and processing:

• Payments — Cash disbursements, AP disbursements, accounts payable payments, employee payments, and payroll payments
• Receipts — Cash receipts and employee repayments

You can also turn on automatic numbering for the following entries in the Transaction Center:

• Journal entries
• AP vouchers (this includes AP vouchers, AP disbursements, and vouchers that you create from purchase orders)

When automatic numbering is in use:

• [AUTONUMBER] displays in the Reference field when you enter transactions such as cash receipts and journal entries.
• [AUTONUMBER] displays in the Payment field when you process payments, such as those for accounts payable or payroll.
• The Voucher field does not display on the AP Vouchers and AP Disbursements transaction entry forms.
• Check, reference, and voucher numbers are automatically assigned when you post transactions or process checks.

When You Cannot Use Transaction Auto Numbering

You cannot set up auto numbering for AP Vouchers when the Require entry of voucher numbers option is selected in System AP configuration for AP Vouchers.

You should not set up auto numbering when transactions contain open transaction files for the transaction type and designated company/bank.

The following situations will result in transaction auto numbers displaying out of sequence:

• A posting fails for a transaction, or a user unposts a transaction file.
• Transactions are posted for different periods at the same time. You must update the next reference number prior to and after posting data in a prior period.
• A payment run is deleted after Process Payments has occurred.
• Process Payments is run, but not posted. Another payment using the same bank code is processed and posted, which will cause the first process to be out of sequence.