References numbers are used to identify and track various items in Accounts Payable, such as purchase invoices and supplier payments. You can use them to identify and track suppliers.
Use the Manage Accounts Payable Reference Numbers window to edit specific reference numbers.
Purchase Invoices, supplier Payments, and Suppliers have Reference Numbers. All reference numbers are location specific, except for company-wide reference numbers.
You can optionally change reference number default prefixes and starting numbers. Prefixes are optional to have but starting numbers are required. When you generate reference numbers automatically, such as for suppliers, the default settings apply. If you enter reference numbers manually, the default settings do not apply.
Any changes that you make to reference number settings affect future reference numbers only; past reference numbers (already created in the system) are not affected.
Tip
If you'd like all transactions (for example all Purchase Orders) to be numbered sequentially no matter which location they are created from, use the same Prefix (if using an optional prefix) and the same Starting Number for each location.
To edit an AP reference number
Navigate
to File > Manage > Reference Numbers
> Accounts Payable.
The Manage Accounts Payable Reference Numbers
window opens.
Location tab
The Location Specific tab is selected by default.
(Config U) From the Location dropdown select the location that contains reference numbers to edit.
Click
Retrieve Reference Numbers.
The rest of the window is available for use.
In
the Prefix column, change the prefixes
for the various items displayed in the first column, such as Supplier
Payment.
The prefixes appear on all reference numbers. Each location in your
company can have unique prefixes. For example, you may use the same
prefix letters but unique abbreviations to identify the locations.
If Edmonton is the main location, then the prefix for supplier payments
in Edmonton can be APED. The prefix for supplier payments in Calgary
can be APCL, and so on according to the
priority of locations.
In
the Starting Number column, change the
starting numbers for the payments in the first column.
Starting numbers represent the next sequential reference number to
use for various items, and they appear after the specified prefixes.
When the starting number is used for an item (such as on a supplier
payment), the next consecutive number appears in the Starting
Number column for that item automatically. For example, if
the starting number for supplier payments is 01, then the reference
number for the first supplier payment created in Edmonton (according
to the prefix specified) is APED01, where APED is the prefix and 01
is the starting number. The Starting Number
column would then display 02 as the new starting number since 01 has
been used.
Company Wide tab
Click the Company Wide tab.
In
the Supplier Prefix box, change the
prefix for suppliers.
Supplier prefixes appear on all supplier reference numbers (e.g., S).
In
the Supplier Number box, change the
starting number for suppliers.
Supplier numbers represent the next sequential reference number to
use for suppliers, and they appear after the specified prefixes. When
the supplier number is used for a supplier, the next consecutive number
appears in the Supplier Number box automatically.
For example, if the supplier number for a supplier is 01, then the
supplier reference number for the first supplier (according to the
prefix specified) is S01, where S is the prefix and 01 is the supplier
number. The Supplier Number box would
then display 02 as the new supplier number since 01 has been used.
Note
You cannot have duplicate reference numbers. If you change the starting number or supplier number to a number that already exists for an item, such as a supplier payment in Edmonton, agrē allows you to save your changes; however, agrē then automatically updates the starting number to be the next consecutive number so that duplicate reference numbers do not exist.
If you'll be making EFT payments to suppliers, enter the EFT Payments Batch Prefix and next Batch Number.
If you'll be using the Cheque/EFT Approval Process, enter the Batch Prefix and next Batch Number.
Click
Save.
Changes made affect future reference numbers only.