System Values - General - Document Prefixes

Prefixes

The Document Prefix screen is where you can optionally specify document code prefixes. The prefix allows you to add a letter so that it is easier to see that a document code is for a sales order rather than a purchase order. For example, if you would like all sales order numbers to start with 'S' followed by the next sequential number, then you would put S in the "SO Code Prefix" field. Similarly, you can do this for other document types as follows:

Code	Document	Code	Document
All Code	The code used for all documents	SO	Sales orders
SR	Supplier return	SK	Stock item
Inv	Sales invoices	CN	Credit notes
PO	Purchase order	CU	Customers
DN	Supplier delivery note	SU	Suppliers

The following options are available:

• Pad Codes To: indicates the maximum number of zeroes to put into document codes to convert them to the required length, for example with a Sales Order document prefix of S depending on the pad code will result in:
  • Pad code 1 = S01
  • Pad code 2 = S001
  • Pad code 3 = S0001
  • Pad code 4 = S00001
  • Pad code 5 = S000001
    Note: consider how many orders you are likely to take and assume several years of this volume before deciding on what level to pad your codes to.
• All Code Prefix: global document code prefix, for example your company initials.
• SO Code Prefix: sales order code prefix.
• SR Code Prefix: supplier return code prefix.
• Inv Code Prefix: sales invoice code prefix.
• PO Code Prefix: purchase order code prefix.
• DN Code Prefix: supplier delivery note code prefix.
• SK Code Prefix: stock item code prefix.
• CN Code Prefix: credit note code prefix.
  Note: KCSL strongly recommend the use of "CR" (or an alternate prefix) for Credit Notes. Failure to assign a unique prefix to Credit Notes is likely to result in confusion when viewing lists of Sales Invoices and Credit Notes.
• CU Code Prefix: customer code prefix.
• SU Code Prefix: supplier code prefix.
  
  

For more information on setting up document prefixes within Khaos Control please see How To: Setup Document Prefixes within Khaos Control

Notes

1. The only default option is CN Code Prefix.
2. We strongly recommend the use of CN or CR (or an alternate prefix) for Credit Notes. Failure to assign a unique prefix to Credit Notes is likely to result in confusion when viewing lists of Sales Invoices and Credit Notes.
3. It is not recommended using O, for example SO for sales order, as this is easily confused with a 0 and can cause problems if a customer is trying to inform you of their sales order code, for example SO000123.
4. Fields are sorted alpha-numerically, therefore S1000 will come before S999, because 1 is before 9.

See Also

• "System Values" page