System Values - General - Document Prefixes

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WARNING: Changing these settings may cause unforeseen issues. If in doubt please check with KCSL's Support Team before making changes.

Prefixes

Document prefixes in System Values
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

Visit KhaosWikiX at https://support.khaoscontrol.com/wiki_kcx/ to see the following:

Contact the Khaos Team