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Credit note numbers

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Scott Donnelly
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Setup the default credit note numbering format for your organization. Add custom credit note numbering formats to match your companies requirements.

Setup required before use Who can use it? Where is it?
n/a

Assistant system administrator

System administrator

 Settings > Organization > Credit numbers

What are credit numbers?

Setup what numbering system will be used for credit notes in Synergy. Each credit note in Synergy has a unique number, and this module controls the numbering format used for each new credit note created. Synergy credit note numbers are made up of 2 sections: a prefix and a sequential number counter. A prefix can contain numbers and letters. The numeric counter can have the length defined as 2 to 9 digits, and cannot have any suffixes added to the end of the automatic numbering sequence. Define the number format to include or exclude the 0's padding in the credit note number, and define the length of the numeric counter (i.e. 8 digits).

Why use credit numbers?

Select the default credit note numbering format for the organization.

Options available

Credit note numbers examples

Control what prefix is applied to all Synergy credit notes,  and how many digits are in the credit note number format after the prefix, and which number that sequence will start from. The prefix entered here must be different to the invoice prefix.

Format example Prefix Number format Start from Default
C00000001 C 
(Capital letter C for credit note)

00000000

8 digits sequential numeric counter

 1 Y
CN000001 CN

000000

6 digits sequential numeric counter

 1  
SYCN000001 SYCN
(Short for the Sydney office location credit notes)

000000

6 digits sequential numeric counter

 

 1  

Tip: Most accounting systems support a credit note number format of up to 20 characters. e.g. 10 characters in the prefix, and 10 digits in the counter.

Add a custom credit note numbering sequence
  1. Go to: Settings > Organization > Credit numbers.
  2. Click on the 'add' button.
  3. Type the letter or numbers required as the prefix. e.g. CN for a Credit note, or SYCN for credit notes for the Australia office location.
  4. In the number format field type either:
    1. # - automatically number the credit note without the 0's padding shown. e.g. SYCN1 instead of SYCN0001.
    2. 0's - Type the number of digits required in the credit note number. e.g. 0000 will create a four digit credit note number.
  5. Type the 'start from' value. This field defaults to start from 1, if you already have existing credit notes in Synergy, then set this to the next available number in the sequence. e.g. 74 would create AUS0074 for the above example.
  6. Check the 'default' box if this will be your primary credit note numbering option. For any extra custom credit note numbering options, you can leave the default option unchecked, and it will still be available to be selected in the credit note creation process.
  7. Save.

Custom credit note numbers examples

Format example Prefix Number format
NYCN00000001 City / State Code
e.g. NYCN for New York office credit note or LONCN for London credit note.		 8 digits sequential
UKCN-000001

Country location code.

e.g. UKCN for United Kingdom credit note.

 6 digits sequential
CN000001

General prefix text. e.g. CN for credit note.

 6 digits sequential
0720180001

Month and year, followed by a unique number.

e.g. Enter the prefix of -MMyyyy- to get the month code like 07 for July with the current year as the prefix.

 4 digits sequential

Tips:

  • Do not add special characters to your credit note prefix such as /\:*?<>| as special characters can cause issues with saving data in other third party software packages. e.g. Microsoft or Mac file names don't allow these characters, and most accounting systems don't allow special characters in their job/inventory item numbers.
  • Want your prefix to include more parts of the date? Try out other standard date components like ddMMyyyy to get today's date as the prefix. Just add a hyphen in front and after the date bookmarks added to the prefix field for this to work. E.g. -MMyyyy- or -ddMMyyyy- or -MMddyyyy- as the prefix to generate the date in front of the next number available in the sequence.
Edit the credit note numbering sequence
  1. Go to: Settings > Organization > Credit numbers.
  2. Click the row action button and select 'edit'.
  3. Update any of the following fields:
    1. Prefix
    2. Number format
    3. Start from
    4. Default
  4. Save.
Delete a credit note numbering sequence

Use the delete option to remove the credit note number sequence that you don't want to use. Delete is allowed for any credit note number sequence that has not been used on a Synergy credit note. Delete a credit note number sequence by:

  1. Go to: Settings > Organization > Credit numbers.
  2. Locate the item that you want to remove.
  3. Click the row action button and select 'delete'.
  4. The list is refreshed and the credit note number item chosen has been removed.

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