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Tel: +44(0)845 230 6740 Fax: +44(0)845 230 6750 Anchor House, School Lane, han!lers For!

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Preparing Priority for the New Year Between now and the end of December you MUST complete the following Procedure
Purpose Document numbers in the system are determined on a yearly basis with the prefix number for the current year. For example: Year !"#! !"#! !"#$ !"#$ Prefix S #! P #! S #$ P #$ Starting Number # # # # Re ulting Number S #!"""# P #!"""# S #$"""# P #$"""#

Document Sales rders Purchase rder Sales rders Purchase rder

You cannot record any transactions for the next calendar year until you have told the system what the numeration should be. This enables you to change the numeration from year to year.

Users on Version 13 and earlier, please follow the instructions on page 2.

Users on Version 14 or higher, please follow the instructions on page 5.

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han!lers For!, S"53 4#$, %&'T(# )'&*#"+ o12an3 &o4 4355244 6AT ,e-4 &o4: 785 7288 80 5

Tel: +44(0)845 230 6740 Fax: +44(0)845 230 6750 Anchor House, School Lane, han!lers For!, S"53 4#$, %&'T(# )'&*#"+

%#$ and &arlier 'sers Procedure!


#. (nitialise the document numbers by running the "pen Numeration Template program: a. )o to *Financials + ,aintenance of Financials + -uxiliary Programs + pen .umeration Templates/.

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Tel: +44(0)845 230 6740 Fax: +44(0)845 230 6750 Anchor House, School Lane, han!lers For!, S"53 4#$, %&'T(# )'&*#"+

b. Set *Year 0/ to *!"#$/.

c. 1lic2 *-pprove/ to continue.

!.

pen Document Numeration Template form. a. Financials + ,aintenance of Financials + -uxiliary Programs + Document .umeration Templates

$. You will see listed the templates for all documents in the system 3. The default value assigned by the system for !"#$ is #$. -fter running the Open Numeration Templates program4 you should change the prefixes from the defaults set by the program. For example4 Purchase rders are numbered as -#$. To change this you should go to the Prefix column and change the value to P #$ or an identification of your choice in the form.

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han!lers For!, S"53 4#$, %&'T(# )'&*#"+ o12an3 &o4 4355244 6AT ,e-4 &o4: 785 7288 80 3

Tel: +44(0)845 230 6740 Fax: +44(0)845 230 6750 Anchor House, School Lane, han!lers For!, S"53 4#$, %&'T(# )'&*#"+

(ncrease the column width to ensure that you can record enough documents. For example if your prefix is P #$ and your column width is 54 then you will only be able to record 64666 documents 7width of 5 0 3 spaces for the prefix4 3 spaces for the number8. (f the maximum column width for particular documents is insufficient for your re9uirements please contact the support des2. :. Decide and set number continuity: a. The starting value for all documents is reset to " for the .ew Year. Therefore documents will start at P #$"""#. (f you want this option then no further action is re9uired. b. (f you wish to continue your numbering from !"#! you will need to define the number you wish to start with in the column headed Initial Number. &.g. (f the last Purchase rder for !"#! was P #!"65!:4 you would change the Initial Number to read ;65!:<4 which will ma2e the first Purchase rder of !"#$ P #$"65!=. =. >-?.(.): a. nce you record even a single document of a particular type in the .ew Year4 you will no longer be able to change the numbering of that document type for the current year. Therefore4 chec2 the numberings carefully before beginning to record documents. For example: i. ,a2e sure there are enough continuous numbers available and that similar documents do not begin with the same prefix. ii. That the total number of characters is enough to include the prefix. iii. The starting number and the estimated amount of documents are sufficient for your needs. @. Should you re9uire any additional information please contact 1ustomer Support on "53: !$" =@3".

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Tel: +44(0)845 230 6740 Fax: +44(0)845 230 6750 Anchor House, School Lane, han!lers For!, S"53 4#$, %&'T(# )'&*#"+

#$% or &igher U er Procedure!


#. (nitialise the document numbers by running the "pen Numeration Template program: a. )o to *Financials + ,aintenance of Financials + -uxiliary Programs + pen .umeration Templates/.

!. You can base the new .umeration Templates on those configured for the previous year by selecting *Aase Prefix on Prev/. This will automatically create the new .umeration Templates based on those configured for the previous 7current8 year. (f you do not select this option the system will default to the standard settings. &ach document has its own prefix code preBdefined4 e.g. ;1he9ue Payments< would be 1C#$.

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han!lers For!, S"53 4#$, %&'T(# )'&*#"+ o12an3 &o4 4355244 6AT ,e-4 &o4: 785 7288 80 5

Tel: +44(0)845 230 6740 Fax: +44(0)845 230 6750 Anchor House, School Lane, han!lers For!, S"53 4#$, %&'T(# )'&*#"+

a. 1lic2 *-pprove/ to continue. b. The program will now create the new .umeration Templates. This may ta2e a few moments. nce complete4 a message will displayed confirming the program has completed successfully.

$.

pen the Document Numeration Template form. a. )o to *Financials + ,aintenance of Financials + -uxiliary Programs + Document .umeration Templates/

3. You will see listed the templates for all documents in the system.

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Tel: +44(0)845 230 6740 Fax: +44(0)845 230 6750 Anchor House, School Lane, han!lers For!, S"53 4#$, %&'T(# )'&*#"+

:. The default value assigned by the system for !"#$ is #$. The prefix will have been set according to your earlier choice in section ! above. (f you wish to amend any of these you can change the prefixes at any time up until the first entry of the .ew Year is made. To change this4 go to the Prefix column and change the value to an identification of your choice in the form. =. (ncrease the column width to ensure that you can record enough documents. For example if your prefix is P #$ and your column width is 54 you will only be able to record 64666 documents 7width of 5 0 3 spaces for the prefix4 3 spaces for the number8. (f the maximum column width for particular documents is insufficient for your re9uirements please contact the support des2.

@. Decide and set number continuity: a. The starting value for all documents is reset to " for the .ew Year. Therefore documents will start at P #$"""#. (f you want this option then no further action re9uired. b. (f you wish to continue your numbering from !"#! you will need to define the number you wish to start with in the column headed Initial Number. &.g. if the last Purchase rder for !"#! was P #!65!:4 you would change the Initial Number to read 65!:4 which will ma2e the first Purchase rder of !"#$ P #$65!=. 5. >-?.(.): a. nce you record a document of a particular type in the .ew Year4 you will no longer be able to change the numbering of that document type for the current year. Therefore4 chec2 the numberings carefully before beginning to record documents. For example:
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Tel: +44(0)845 230 6740 Fax: +44(0)845 230 6750 Anchor House, School Lane, han!lers For!, S"53 4#$, %&'T(# )'&*#"+

i. ,a2e sure there are enough continuous numbers available and that similar documents do not begin with the same prefix. ii. The total number of characters for each document type is sufficient to include the prefix.

iii. The starting number and the estimated amount of documents are sufficient for your needs. 6. Should you re9uire any additional information please contact 1ustomer Support on "53: !$" =@3".

,e-.s/ere! "00.ce: Anchor House, School Lane, han!lers For!, S"53 4#$, %&'T(# )'&*#"+ o12an3 &o4 4355244 6AT ,e-4 &o4: 785 7288 80 8