Transaction Prefix in HQ  

The Transaction Prefix feature in Gofrugal HQ allows you to define and control your own invoice number format for different transaction types. This helps businesses follow customer-specific or accounting-standard invoice sequences across all outlets.

Once configured and saved, and when Generate Unique Transaction-wise Prefix is enabled, the system generates invoices using the defined format.
The same transaction number is posted to Accounts, and while filing GST through the GST App, this transaction number is reflected consistently.

What is the Transaction Prefix screen used for?  

The Transaction Prefix screen in HQ is used to configure custom invoice numbering formats as requested by customers.

Example  

If a customer wants their Sales invoice number to follow a format like:
XYZ/23-24/000001 (similar to Tally or other accounting software),
this can be easily achieved by configuring the Transaction Prefix screen in HQ.

The configured prefix can be applied across all outlets, ensuring uniformity.

Benefits of using Transaction Prefix  

• Custom invoice sequencing
  Use your own numbering logic to track transactions accurately.

• Easy tracking and analysis
  Unique transaction numbers make it easier to analyze data across:

• Sales

• Sales Orders

• Sales Returns

• Purchases

• Purchase Orders

• Purchase Returns

• Transfer In / Transfer Out

• Customer-specific compliance
  Different customers follow different invoice sequencing standards.
  This configuration makes it effortless and flexible to meet those requirements.

• Accounting & GST consistency
  The same transaction number flows seamlessly into:

• Accounts posting

• GST filing and reporting

Prerequisites  

Before configuring the Transaction Prefix in HQ, ensure the following:

• The Bill Prefix is set up in the Outlet Info screen.

This is mandatory for the Transaction Prefix configuration to work correctly.

To set up the Transaction Prefix in HQ:

1. Navigate to Admin > Configuration > Transaction Prefix > Transaction Prefix.

2. Click the Add/Edit button.

3. Add or create a Company Group, and then select the Transaction Type as Sales. 

4. Activate the Status for the required types from the list, then configure the Length, Order, and Delimiter as per the desired transaction prefix format.  

5. Verify the Preview section to view the final transaction number format.
   Also ensure the total length of the transaction number is within 16 digits, as required for GST compliance. 

Note: Important guidelines for Transaction Prefix setup

• As per GST norms, the transaction number should not start with 0.

• The total length of the transaction number must not exceed 16 digits.

• Outlet Prefix may appear as a number in the Preview, but the actual value is automatically fetched from Outlet Info → Bill Prefix.

• Outlet Code is a default and mandatory component of the Transaction Prefix and cannot be removed.

• Recommended order for best practice and clarity:
  Bill Prefix / Outlet Code / Starting Financial Year / Transaction Running Number

Following these guidelines ensures GST compliance, consistent invoice numbering, and smooth integration with accounts and reports in Gofrugal HQ.

6. Click the Save button. A “Saved Successfully” message will pop up, confirming that the configuration has been saved successfully.

7. Verify the details you have just entered in the Transaction Prefix screen to ensure all configurations are correct. 

8. Click the Send to Outlets button to push the configuration to all outlets. 

To verify whether the Transaction Prefix is applied at the outlet level, open Outlet Info, navigate to the Security Configuration section, and check the Transaction Prefix Profiles to confirm that the profile is mapped correctly.

To check whether the Transaction Prefix / Transaction Number is reflected for a specific transaction type:

1. Navigate to Sales > Sale Bill.

2. Click the View function key and verify the Tran. Ref No to ensure it is displayed according to your configured Transaction Prefix mapping.

Follow the steps below to verify that the Invoice number (Transaction Prefix) is correctly posted to Accounts:

1. Navigate to Accounts → GoFRUGAL AccountEasy.
   Alternatively, press Ctrl + A to open Accounts directly.

2. Navigate to Reports → Statutory Reports → GSTR Inward Supplies Details.

3. Check the Invoice No column, where you will find the newly configured transaction number as per the Transaction Prefix setup.

Here, you can verify that the transaction/invoice number generated from the Transaction Prefix setup is reflected correctly in the Accounts and GST reports.

Summary  

The Transaction Prefix feature in Gofrugal HQ provides a powerful and flexible way to customize invoice number formats across outlets and transaction types. It improves traceability, simplifies analysis, and ensures consistency between billing, accounts, and GST reporting.