Use the Transaction Auto Numbering tab to specify automatic numbering settings for payments, cash receipts, journal entries, and AP voucher entries.
The automatic numbering applies to:
- Payment (check) numbers for
vendor and
employee payments.
- Reference numbers for journal entries, cash receipts, and
employee repayments.
- Voucher numbers for AP vouchers.
Numbers are automatically generated for journal entries, cash receipts,
employee repayments, and AP vouchers when you post them. Numbers are automatically generated for payments when you process the payments before you post them.
Multiple companies
If your firm uses multiple companies, you can use either Transaction Auto Numbering or Diary Auto Numbering for each company. For example, if Company A and Company B use Transaction Auto Numbering, when you enter Company C, you can choose either Transaction Auto Numbering or Diary Auto Numbering.
However, if your firm does not use multiple companies, you can use only Transaction Auto Numbering or Diary Auto Numbering for all of your transactions. In this case, Company A, Company B, and Company C must all use the same auto numbering feature. You set up diary auto numbering on the Diary Auto Numbering tab of this form.
Contents
Bank Transactions Grid
Use the Bank Transactions grid to define the automatic numbering settings for the following:
- Payment (check) numbers for AP disbursements and cash disbursements that are entered in Transaction Entry and payments made in
Accounts Payable Payment Processing,
Employee Payment Processing, and Payroll Payment Processing.
- Reference numbers for cash receipts and
employee repayments that are entered in Transaction Entry.
| Field | Description |
|---|
| Bank Transactions Drop-down
|
Click the drop-down arrow on a grid header to complete any of the following actions:
- To print grid data, click
Print. On the Print Preview form, click
to send the grid data to your default printer.
- To export grid data to an Excel spreadsheet, click
Export to Excel. When Microsoft Excel opens, use its features to modify, print, or email the grid data, or to save the spreadsheet file locally.
- To turn on grouping for a grid, click
Enable Grouping. When a field displays with the instruction: "Drag a column header here to group by that column," drag and drop column headers into the field, in the sequence that you want them to display.
Not all options are available on all grids.
|
 Insert
|
Click this option to enter a new row in the grid, and set up automatic numbering for a bank code.
|
 Delete
|
Select a row and click this option to remove the row from the grid.
|
| Company
|
If your firm uses multiple companies, use the drop-down list to select the company of the bank code.
|
| Bank Code
|
Use the drop-down list to select a bank code for which to set up automatic numbering.
|
| Receipts
|
Select this check box to use auto numbering for the reference number for cash receipts and
employee repayments that are entered in Transaction Entry. When you post a transaction,
DPS applies the number that is entered in the
Next Receipt Reference Number field to the receipt.
|
| Next Receipt Reference Number
|
Enter the reference number for the next receipt entered in
DPS.
DPS automatically updates the reference with the next sequential number for each additional receipt. You can change this number if needed.
|
| Payments
|
Select this check box to use auto numbering for check (payment) numbers for AP disbursements and cash disbursements that are entered in Transaction Entry and payments made in
Accounts Payable Payment Processing,
Employee Payment Processing, and Payroll Payment Processing. When you click
Process Payments for the payment processing transactions,
DPS applies the next number in the
Next Payments Reference Number field to the transaction.
|
| Next Payment Reference Number
|
Enter the check or payment number for the next payment entered in
DPS.
DPS automatically updates the reference with the next sequential number for each additional payment after a number is assigned to a payment. You can change this number if needed.
|
Option above the grid
| Field | Description |
|---|
| Last System Generated Voucher Reference Number for Companies Not Listed Below
|
This field displays the last system-generated voucher number. Use this number as a reference to avoid entering duplicates when you enter your next reference number in the Transaction Entry Auto Numbering grid.
|
Transaction Entry Auto Numbering Grid
Use this grid to set up automatic numbering of reference numbers for journal entries and automatic numbering of voucher numbers for AP vouchers. This includes vouchers that you enter in AP Voucher Transaction Entry, AP Disbursement Transaction Entry, and in the Create Voucher from PO application. If you have multiple companies set up in
DPS, you can set up automatic numbering by company.
| Field | Description |
|---|
| Transaction Entry Auto Numbering Drop-down
|
Click the drop-down arrow on a grid header to complete any of the following actions:
- To print grid data, click
Print. On the Print Preview form, click
to send the grid data to your default printer.
- To export grid data to an Excel spreadsheet, click
Export to Excel. When Microsoft Excel opens, use its features to modify, print, or email the grid data, or to save the spreadsheet file locally.
- To turn on grouping for a grid, click
Enable Grouping. When a field displays with the instruction: "Drag a column header here to group by that column," drag and drop column headers into the field, in the sequence that you want them to display.
Not all options are available on all grids.
|
| Insert
|
Click this option to enter a new row on the grid and set up automatic numbering for journal entries or AP vouchers.
|
| Delete
|
Select a row and click this option to remove the row from the grid.
|
| Company
|
If your firm uses multiple companies, use the drop-down list to select the company.
|
| Transaction Type
|
Use the drop-down list to select the transaction type for which to assign automatic numbering. Options are
AP Vouchers and
Journal Entries.
AP Vouchers appears in the drop-down list only if the
Require entry of voucher numbers check box is
not selected in
. When you select
AP Vouchers, this turns on auto numbering for AP vouchers that are entered through AP Voucher Transaction Entry, AP Disbursement Transaction Entry, and Create Voucher from PO in the
Accounts Payable application. A voucher number is automatically assigned to these transactions when you post them.
|
| Starting Voucher and Ending Voucher Fields
|
These fields display only if you have multiple companies in
DPS, and you are automatically assigning numbers for AP vouchers. The fields are enabled only when you select
AP Vouchers in the
Transaction Type field for a row in the grid.
Enter a starting and ending voucher number to use for automatically assigned voucher numbers for a company. This allows you to maintain a separate sequence of voucher numbers for each of your companies. The start and end range cannot overlap with the voucher numbers for another company.
The voucher numbers are automatically assigned when you post AP vouchers, AP disbursements, and vouchers that are created from purchase orders. If you get to the point where you have used up all the voucher numbers in the range, you receive a message when you post vouchers. To resolve this, you can extend the voucher number range or enter a completely new range to avoid overlapping voucher numbers with another company.
|
| Next Reference Number
|
Enter the number to automatically use as the next reference number for a journal entry or the next voucher number for an AP voucher, depending on the type of transaction you entered in the
Transaction Type field. After you enter a number in this field,
DPS automatically updates the field with the next sequential number as transactions are posted. You can change the number in this field at any time, but you cannot change it to a number that has already been used.
When you enter a starting and ending voucher number in the
Starting Voucher and
Ending Voucher fields for AP vouchers, the next reference number must be within the starting and ending voucher range. You cannot change the next reference number to a number that has already been used.
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