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Counter with automatic periodic ranges

A counter including an automatic range contains the financial year and/or the administration. Profit can automatically increase the financial year on a yearly basis.

You configure this counter once, indicating the year in the counter using a tag, such as YY or YYYY. You then link this counter to the corresponding journal.

Next, based on this setting, Profit automatically adds a new range one year in advance. Profit does this in accordance with the operation of the automatic update of the period tables.

When this counter is used, the correct year automatically appears in the counter. This also applies if in a new financial year you still need to enter an invoice in the previous financial year. Profit generates the voucher or invoice number on the basis of the entry or invoice date.Profit uses the range for which the entry or invoice date falls between the start and end date of the range for this purpose.

Note:

If you are using broken financial years, you must configure a 'year tag' for the leader and enter the start and end dates for the broken financial year. In this case the leader does not change in the new calendar year, it simply continues. Profit determines the ‘year tag’ on the basis of the start date of the range. A range that starts in 2015 and ends in 2016 (broken financial year) always has the 'year tag' 2015.

In case you are just starting to use Profit and you use broken financial years, you can add a manual range for the first year and a range that is automatically extended each year for the next year. This is because Profit can only automatically extend a range if the period between the start and end date is 365 or 366 days. If this period is shorter or longer you must use manual range(s).

To add a counter with automatic periodic ranges:

  1. Go to: General / Configuration / Numbering settings / Counters.
  2. Click on: New.
  3. Select the counter type from Counter set.
  4. Enter a description for the counter.
  5. Enter the total number of positions that must be used for the range in Total length.

    The maximum length for the range is 12 positions. This includes the leader.

  6. Enter the leader using a year tag. This information is mandatory, as it allows Profit to automatically add new ranges every year.

    The leader is always the same in a particular year; the rest of the number is automatically incremented by Profit.

    Example:

    You can use both Dutch and English tags in the leader part:

    - For years, you can use the year tags: [YYYY], [YYY], [YY], [Y], which result in '2016', '016','16' or '6', respectively, as the leader of the counter.

    - For administrations, use [AAAA] or [UUUU] as an administration tag. This results in the administration’s sequence number as the leader for the counter. You can use a maximum of four characters in the tag, for instance [AAAA], [AAA], [AA] or [A].

    These tags work irrespective of which language setting is used in Profit. French tags are not available. If you have set the French language, use the Dutch or English tags.

    You can also specify a year tag in combination with text, for example, INK[JJJJ] or V[JJJJ]. With this setting, Profit assigns the number INK201630001 to the first purchase invoice of 2016 and the number V2016001 to the first sales invoice.

  7. In Start value, enter the first number of the number range you want to use. If necessary, the number will be padded with leading zeros. Whether the numbering is padded with zeros depends on the total length of the range.

    Example:

    If you enter 1 as the start value of the range, INK as leader and 8 as the total length, then the number will be INK00001. The number is therefore padded with four zeros. If you do not use a leader, then the number will be padded with seven zeros: 00000001.

  8. Check the sample start value of the range. You see it immediately in the current window alongside Start value.
  9. Only enter the End value if you want the range to stop when this end value is reached.
  10. Enter the Range start date and the Range end date, so that the range only begins on the start date and ends on the end date. The period between the counter’s start and end dates must be 365 or 366 days.

    Example:

    Enter 1 January as the start date and 31 December as the end date. After adding this range, Profit automatically adds the range for the next year with a start date of 1 January and an end date of 31 December.

    If you are using broken financial years, you enter the start and end dates of the broken financial year. For example, enter 1 June as the start date and 31 May as the end date.

  11. Select the Automatically add new range after end date check box.

    You must select this check box, so that Profit can automatically add new ranges each year.

  12. Click on: Finish.
  13. Link this counter to the correct journal.

See also

Directly to

  1. To add a new counter
  2. Counter with a continuous range
  3. Counter with manual periodic ranges
  4. Counter with automatic periodic ranges
  5. To link a counter to a journal

Process

Settings

Work area

bas