References numbers are used to identify and track various items in Accounts Receivable, such as work orders, loadout tickets, invoices, and payments. Reference numbers are location specific, and you can use them to search for various items.
Use the Manage Accounts Receivable Reference Numbers window to edit specific reference numbers.
Work orders, loadout tickets, invoices, payments, prepayment deposits, customers, chargeable items, and account, and interest adjustments have reference numbers; (optional) you can also assign reference numbers to blend templates.
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 on invoices, 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 Loadout Tickets) 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 AR reference number
Navigate
to File > Manage > Reference Numbers
> Accounts Receivable.
The Manage Accounts Receivable Reference Numbers
window opens.
(Config U) In the Location box, enter the location that contains reference numbers to edit.
Click
Retrieve Reference Numbers.
The rest of the window is available for use.
(optional but recommended) In the
Prefix column, change the prefixes for
the various items displayed in the first column, such as Work Order.
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 (or numbers) but unique
abbreviations to identify the locations. If Edmonton is the main location,
then the prefix for work orders in Edmonton could be EWO. The prefix
for work orders in Calgary could be CWO, and so on according to the
priority of locations.
In
the Starting Number column, change the
starting numbers for the various items 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 work order),
the next consecutive number appears in the Starting
Number column for that item automatically. For example, if
the starting number for work orders is 01, then the reference number
for the first work order created in Edmonton (according to the prefix
specified) is WOED01, where
WOED
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.
Tip
If you'd like all transactions to be numbered sequentially no matter which location they are created from, use the same prefix and same starting number for all locations.
Note
You cannot have duplicate reference numbers.
If you change the starting number to a number that already exists
for an item, such as a work order 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.
Click
Save.
Changes made affect future reference numbers only.