Transaction references are essential in an ERP system as they help maintain the order and traceability of various financial entries. In our system, there are two types of transaction numbers:

1. Entry Transaction Number: This number is primarily for internal use. It does not follow a sequence, so you can ignore it when maintaining records.
2. Reference Number: This is the main identifier for transactions. It is maintained in a sequence, ensuring that all transactions can be tracked easily. This number is essential for creating and managing entries.

Creating a Transaction Reference

To create a new Transaction Reference, follow these steps:

1. Navigate to the Setup Menu: Go to Setup > Company > Transaction References.

2. Add a New Reference: Click on the "Add New" button to open the reference creation form.

3. Configure the Reference Format:

   • Reference Number: This should include a combination of numbers and special fields.
   • Special Fields: These placeholders will be replaced with actual values when the transaction is created:
     • {MM}: The month of the transaction date.
     • {YY}: The last two digits of the year.
     • {YYYY}: The full year.
     • {FFFF}: The financial year (e.g., for 2023-2024, {FFFF} would be 2023).
     • {UU}: User identifier.
     • {P}: Point of Sales identifier.
   • Example: {YYYY}-{MM}-{UU}-{006} would generate a reference like 2024-09-AB-006.

4. Set the Starting Number: Define the starting number for the auto-increment portion of the reference. For example, if you start at 006, the next transactions will follow in sequence (007, 008, etc.).

5. Save the Reference: After configuring the reference, click "Save" to activate it in the system.

Example Transaction References

Here are some sample formats for transaction references:

• Reference Format: {YYYY}-{MM}-{UU}-{0001}
  • Sample Output: 2024-09-JD-0001
• Reference Format: {FFFF}-{MM}-{P}-{0100}
  • Sample Output: 2023-09-01-0100
• Reference Format: {YY}-{MM}-{UU}-{001}
  • Sample Output: 24-09-AB-001
• Reference Format: {YYYY}-{P}-{0050}
  • Sample Output: 2024-01-0050
• Reference Format: {FFFF}-{MM}-{UU}-{100}
  • Sample Output: 2023-09-XY-100

Documentation Example

To create and manage your transaction references, it's essential to use a structured format that helps in maintaining sequence and traceability across various financial transactions. The setup process is straightforward, allowing for customization according to your company's needs.