Setting up Transaction Prefix in HQ:

Transaction Prefix screen, with this tool you can now configure your Invoice number format. Once this is saved, the respective option will Generate a Unique Transaction Prefix that we enabled, This Invoice number will be posted to Accounts when saving the transactions while filing GST in the GST App it will reflect the Transaction number.

Transaction Prefix screen can be used to set up the desired transaction prefix requested by any customer in HQ. For example, if an HQ customer wants to transaction prefix for Sales in all of their outlets like "XYZ/23-24/000001" just like Tally or any other software, we can easily achieve that by configuring the Transaction Prefix screen in HQ.

Benefit:

We can use our sequence number to keep track of transactions done. We can do analysis easily with the unique transaction number for different transitions like Sale, Sales Order, Sales Return, Purchase, Purchase Order, Purchase Return, Transfer Out, Transfer In, etc. 

Each customer will follow a different sequence for bill invoice generation so, configuration is effortless and effective.

Prerequisites for the Transaction Prefix setup:

You need to set up the Bill Prefix section in the Outlet Info screen.

Below are the steps to configure the Transaction Prefix in HQ:

Step 1: Go to Admin > Configuration > Transaction Prefix > Transaction Prefix

Step 2: Click on the Add/Edit button.

Step 3: Add or create a Company Group and select the Transaction Type as Sales.

Step 4: Now you need to Activate the STATUS of the desired types from the list and put the LENGTH, ORDER, and DELIMITER.  

Check the preview section for the final transaction number preview. Also, check the total length of the transaction number. As per GST, it should be within 16 digits.

*** Note: 

• Transaction numbers should not start with 0 as per the GST norms.

• Transaction numbers should not cross 16 digits.

• Outlet Prefix shows in number in the preview but it will fetch the data from the Outlet Info (Bill Prefix).

• Outlet Code is a default option for the Transaction Prefix so you can't remove the same.

• Suggest the order as Bill Prefix / Outlet Code / Starting Financial Year / Transaction Running Number.

Step 5: Click on the Save button. A "Saved Successfully" popup will come.

Step 5: Now check the details you have entered just now in the Transaction Prefix screen.  Then click on the "Send to Outlets" button to send the information to all the outlets.

To check whether the transaction prefix is applied or not in the outlets, open the Outlet Info, go to the Security Configuration section, and check for the Transaction Prefix Profiles.

To Check whether the Transaction number is reflected in a particular transaction type, do the following:

Step 1: Go to Sales > Sale Bill. Then enter some Items and do the transaction. Then Click on the 'View' function key to find the "Tran. Ref no" as per your mapping.

To Check the Invoice number will be posted to Accounts when saving the transactions, do the following:

Step 1: Go to Accounts or use Ctrl + A to open accounts.

Step 2: Click on Reports > Statutory Report > GSTR Inward supplies details.   

Step 3: Check the Invoice No column where you will find the newly designed transaction No.