BEST POS - Numbering configuration invoices quotes returns

1.7 Numbering Configuration (Invoices, Quotes, Returns) in BEST POS

Summary

This guide shows how to configure number series for invoices, quotes, and returns in BEST POS: prefix/suffix, zero-padding, per-store counters, periodic resets (yearly/monthly), and collision checks. It includes compliance and migration best practices.

Step-by-step Instructions

1) Open the number series settings

  1. Go to BackOffice > Settings > Documents > Numbering.
  2. Select the document type: Invoice, Quote, Return (or Credit Note).
  3. Choose the scope: Company or per Store if each branch needs its own sequence.

2) Define the format (prefix, number, suffix)

  • Prefix: text marker (e.g., INV-, Q-, RTN-) or dynamic codes (store ST01-, year 2025-).
  • Number length: pick zero-padding (e.g., 6 → 000123).
  • Suffix: optional (e.g., -A for special series).
  • Example: INV-ST01- + 000001 → INV-ST01-000001.

3) Start, increment, and reset

  1. Initial counter: set the starting value (e.g., 1 or a carry-over from a legacy system).
  2. Increment: standard = +1 (recommended for uniqueness and auditability).
  3. Reset: enable Yearly or Monthly if needed (e.g., INV-2025-000001 each year).
  4. Per-store scope: each store has an isolated counter when enabled.

4) Prevent collisions and test

  • Click Preview to see the next generated numbers (by type and store).
  • Use Uniqueness Check to detect conflicts with existing (imported/migrated) documents.
  • Create a test document (draft quote) and delete it after confirming the format.
  • Lock the configuration (read-only) after validation to avoid changes in production.

5) Legacy carry-over / migration

  1. Identify the last issued number by type and by store.
  2. Create prefixes to distinguish legacy vs new series (e.g., INV2-).
  3. Set the initial counter to the next unused number.
  4. Import legacy documents as read-only history (not in the active series) if required.

6) Compliance and best practices

  • Ensure a continuous sequence (no duplicates, no rollback).
  • Keep audit logs of changes (who, when, what).
  • Avoid embedding sensitive data in numbers (e.g., full customer IDs).
  • Document the internal policy (resets, per-store prefixes, handling voids).

Fixes and FAQs

  • Duplicate detected: run Uniqueness Check, adjust counter or prefix, then retest.
  • Unexpected format: verify prefix/suffix, length, and scope (company vs store).
  • Reset not applied: check the rule (yearly/monthly) and system date/time; correct and simulate.
  • Production change: schedule off-hours, back up, and lock after validation.



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