About Assigning Document Numbers to Prepayments

Accounts Payable assigns a unique number to each prepayment document you add to a payment batch.

The number is a combination of a prefix that identifies the transaction type, and a number that is assigned sequentially by Accounts Payable, starting with the number you specify.

You enter the prefix and next number to assign to prepayment documents on the Numbering tab of the A/P Options screen.

You may be able to continue using your current numbering scheme. At any time, you can also specify a different prefix and next number on the A/P Options screen for Accounts Payable to assign. (However, you cannot make a change that would create duplicate document numbers.)

Check number sequences and the next check number are set in Bank Services. Invoices use the numbers assigned by the vendor.

Prefix and Next Number

You can use up to six characters for the prefix, and up to nine digits for the document number.

If you do not enter a prefix and document number, Accounts Payable automatically assigns 1 as the first document number and uses "PP" as the prefix for all prepayment documents.

Sequence Number

When you add a prepayment in the Payment Entry screen, Accounts Payable automatically assigns a document number, using the prefix and next number you specified on the A/P Options screen. If you use the assigned number, the Next Number box is updated on the A/P Options screen.

Document numbers can go as high as 999999999, then they are automatically reset to 1.

Changing the Next Document Number

If you want to change the next number to assign on the A/P Options screen to a lower number, you may want to also change the prefix, to prevent Accounts Payable from assigning the same document number twice. You cannot post two documents with identical document prefixes and numbers.

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