Data records are broadly classified as “Master” or “Transaction”. A master record is a record that has a “name”, for example a Customer, Item, Supplier, Employee etc. A Transaction is a record that has a “number”. Examples of transactions include Sales Invoices, Quotations etc. You make transactions against a number of master records.
ERPNext allows you to make prefixes to your transactions, with each prefix forming its own series. For example a series with prefix INV12 will have numbers INV120001, INV120002 and so on.
You can have multiple series for all your transactions. It is common to have a separate series for each financial year. For example in Sales Invoice you could have:
etc. You could also have a separate series for each type of Customer or for each of your retail outlets.
2. Managing Naming Series for Documents
To setup a series, go to:
Setup > Tools > Update Numbering Series
In this form,
- Select the transaction for which you want to make the series The system will update the current series in the text box.
- Edit the series as required with unique prefixes for each series. Each prefix must be on a new line.
- The first prefix will be the default prefix. If you want the user to explicitly select a series instead of the default one, check the “User must always select” check box.
You can also update the starting point of a series by entering the series name and the starting point in the “Update Series” section.
See how to set the naming series
Next: Global Defaults
4. Custom Field in Naming Series
Some companies prefers to make use of "short-codes" for suppliers, i.e. WN for company "Web Notes" that later can be used in naming series for quick identification.
A custom field "Vendor ID" is created under Document: Supplier. Then under Naming Series, we should allow something like PO-.YY.MM.-.vendor_id.-.##### Resulting in "PO-1503-WN-00001"