Automatic Numbering for Transactions

You can set up Vantagepoint so that it automatically assigns payment (check), reference, and AP voucher numbers when you enter transactions and process payments.

You turn on and configure automatic numbering in Settings > Accounting > Transactions. If your firm uses multiple companies, you can set up auto numbering for each company.

Automatic Numbering for Payments and Receipt Reference Numbers

You can turn on automatic numbering per bank account for the following transactions with payment and receipt reference numbers:

• Payment (Check) Numbers: This applies for cash disbursements and AP disbursements that you enter in Transaction Center > Transaction Entry, vendor and employee payments that you enter in Cash Management > Vendor Payments, Cash Management > Employee Payments, and payroll payments that you enter in Payroll > Payroll Processing in the desktop application.
• Receipt Reference Numbers: This applies for cash receipts and employee repayments that you enter in Transaction Center > Transaction Entry

When you set up automatic numbering for payment and check numbers:

• You can choose whether to use automatic numbering for all payment types (checks and electronic payments) or only electronic payments.
• You have the option to add a prefix to the automatic numbers, which can be alphabetical or numerical.

When automatic numbering is in use:

• [AUTONUMBER] displays in the Payment field when you process cash and AP disbursements and vendor, employee, and payroll payments.
• [AUTONUMBER] displays in the Reference field when you enter cash receipts.
• Payment (check) are automatically assigned when you process vendor and employee payments and when you post cash disbursements, AP disbursements, and payroll payments.
• Cash receipt and employee repayment reference numbers are assigned when you post the transactions.

Automatic Numbering of Reference Numbers for Journal Entries and Voucher Numbers for AP Vouchers

You can turn on automatic numbering for:

• Reference numbers for journal entries that you enter in Transaction Center > Transaction Entry.
• AP voucher and AP disbursement numbers for vouchers and AP disbursements that you enter in Transaction Center > Transaction Entry and for AP vouchers that you create from purchase orders in Transaction Center > Create Voucher from PO in the desktop application.

When automatic numbering is in use:

• [AUTONUMBER] displays in the Reference field for when you enter journal entries.
• The Voucher field does not display on the AP Vouchers and AP Disbursements transaction entry forms.
• Reference and voucher numbers are automatically assigned when you post the transactions.

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 Settings > Cash Management > Accounts Payable 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 you processed the payments for the run.
• You processed payments in a payment run but did not post the run. Another payment using the same bank code is processed and posted, which will cause the first process to be out of sequence.