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Managing Document Numbering Scheme in Ginesys ERP Admin

Owned by Deepankana Roy (Unlicensed)
Last updated: Mar 05, 2024 by Aparajita Basu Roy
5 min read

Document numbering series is important for all organizations to maintain and track the different documents used by them. For every document saved in Ginesys, there has to be a document numbering scheme assigned to that form or else it won't allow the creation of that document. By default, on installation - a document numbering series is tagged to every form as per the general standards of the business. The Document Numbering Schemes can be modified and the same can be used as per the users' convenience. The user can also utilize the manual numbering scheme, but it has to be tagged to the form for which the manual series is created. For example, if the series GV/00001/12-13 is used for the general vouchers, the same series will obviously not be used for the AR/AP vouchers, for those VP/00001/12-13 may be used.

Important

Document numbering scheme may be Site wise, Organization Unit wise or across Organization Group.



Manual Document Numbering Scheme has been allowed for Retail Sale from Version 12.8.0 - 2.8.0.

Here you can learn how to create, edit, delete or tag document numbering schemes.

Prerequisites

  1. The users' role must have access to the Document Numbering Scheme feature by enabling Add app operation for the feature in Admin - Security - User - Role through Admin- Utility - Manage.

Step-by-step guide

The steps are as follows:

  1. Go to Ginesys Web > Admin > Utilities > Document Numbering Scheme. 

  2. The Document Numbering Scheme window opens.

  3. Click on the Actions > Add.

  4. Add Document Scheme window opens.


  5. Document Information:


    1. Name - Put in the Name of the Document Numbering Scheme. Example: Bin Adjustment, POS Bill, Transfer Out. (Mandatory Fields).

    2. Description - Put in the Short description of Document Numbering Scheme.

  6. Number Generation:
     

  7. Number Generation Section: Generation Basis



    1. Type of Document - Select the Type of Document for which you want to create Document Numbering Scheme. GST Documents Invoice, GST Documents Credit Note, GST Documents Debit note, Excise Documents, Other Documents and Batch/Serial Numbering (new).

    2. Generation Basis  - The range of applicability of the document numbering scheme - whether it would be applicable at Organization Group, Organization Unit or Site level (Mandatory Fields). 



    3. Generation Dependency - The field based on which the numbering would be generated - either the menu or the document to which it is tagged (mandatory fields). E.g. Delivery Challan Adhoc and Delivery Challan Against Order can both have the same Document Numbering Scheme and Delivery challans have been created in this order Adhoc, Adhoc, Against Order, Against Order, Against Order and Adhoc.

      1. If the Generation Dependency is set to Menu Wise then the DCs will be numbered as Delivery Challan Adhoc 1, Delivery Challan Adhoc 2,  Delivery Challan Against Order 1,  Delivery Challan Against Order 2,  Delivery Challan Against Order 3 and  Delivery Challan Adhoc 3.

      2. If the Generation Dependency is set to Numbering Scheme Wise then the DCs will be numbered as Delivery Challan 1, Delivery Challan 2, Delivery Challan 3, Delivery Challan 4, Delivery Challan 5 and Delivery Challan 6. 

    4. Prefix / Suffix - you can add some alpha numeric string before the original number as Prefix.
      The same can be done after the original number as Suffix.  

    5. Auto Number segment length - The length of the auto generated number -  1 ≥ the digit of the document number ≤16 (for GST documents); 1 ≥ the digit of the document number  ≤ 25 (for Other documents) (Mandatory Fields).

    6. Padding Character - Character attached with main number to make it of the specified length. 

    7. Start from - The digit from which document numbering will start; usually it is kept at "1" (The User defined texts and separators which had different fields before can now be directly used in the Prefix and Suffix.) (Mandatory Fields).

    8. The Sample Number will be generated automatically based on Prefix, Padding Character, Start from, Suffix and Auto Number segment length. It allows the user a preview of how his Document numbering scheme would look.

  8. Reset Numbering Series:


    1. You can reset numbering series Daily (number will be reset every day), Monthly (number will be reset at the beginning of every month) Yearly (numbers will be reset at the beginning of the accounting year).

  9. Click on Save button to save the record. You will get a message "Record saved successfully".

Prerequisites

  1. The users' role must have access to the Document Numbering Scheme feature by enabling Modify app operation for the feature in Admin - Security - User - Role through Admin- Utility - Manage.

Step-by-step guide

The steps are as follows:

  1. Go to Admin > Utilities > Document Numbering Scheme. 

  2. The Document Numbering Scheme window opens.

  3. Click on the Actions > Edit.

  4. Edit Document scheme window opens. 

  5. Edit the require field (You can not edit Document Type).

  6. Click on Save button to save the record.

  7. You will get a message "Record saved successfully".

Prerequisites

  1. The users' role must have access to the Document Numbering Scheme feature by enabling Delete app operation for the feature in Admin - Security - User - Role through Admin- Utility - Manage.

Step-by-step guide

The steps are as follows:

  1. Go to Admin > Utilities > Document Numbering Scheme. 

  2. The Document Numbering Scheme window opens.

  3. Select the Scheme Name which you want to delete. 

  4. Click on the Actions > Delete.


  5. You will get a message "Are you sure you want to delete current Record?" If you click on Yes, the selected Scheme will be deleted and you will get a message "Record Deleted Successfully".

Manual scheme document number is now available (Version 12.8.0 - 2.8.0)

Manual scheme document number is now allowed. From now -

  • User can select manual numbering and provide the number against which the document needs to be imported in UI.

  • User can select manual numbering and map the document number column In Excel

Impacted Modules:

  • UI / Excel Import: Provisions done as mentioned above.

  • New Public API / ERP <> OMS (Browntape): Always manual.

  • Old API (used for existing e-com OMS integrations): Always manual.

A Date Literal could be defined as a fixed expression that represents a relative range of time, such as last month, this week, or next year. To check details please click on How To: Use the date literals in Document Numbering Scheme

Check the process to Tag the Document Numbering Scheme please click on Tagging Document Numbering Scheme

To go back to the main page click on Managing Utilities tab in Ginesys ERP Admin Module