Transaction Prefix
How to configure the Transaction Prefix :
Pre-Request :
Step 2 : Kindly go to "Tools --> More --> Transaction Prefix".
Step 3 : We can set the transaction prefix in Sales, Purchase, Sales Return, Purchase Return, Transfer Out, Transfer In, Sales Order, Purchase Order, Wastage, Quotation, Purchase DC, Sales DC and Sales DC Return. Kindly click the "Add" button in which screen you need to configure.
Step 4 : The default screen will appear and we can change the order as per our require by dragging the option icon.
Step 5 : Tick the status column which you require to set the transaction number.
For Example 1 : You required the bill number as "2324000001" means kindly enable the "Starting Financial Year, Financial Year End and Transaction Running Number".
Note : This is because your transaction number should be a minimum of 6 digits and a maximum of 8 digits but as per the above billing sequence your invoice number contains more than 8 digits which includes and Financial Year. So enable the 3 options then drag and drop as per the order(attached the screenshot below for reference).
Example 2 : You required the bill number as "TNP2324000001" means kindly enable the "Register/Location Prefix, Starting Financial Year, Financial Year End and Transaction Running Number".
Note : This is because your transaction number should be a minimum of 6 digits and a maximum of 8 digits but as per the above billing sequence your invoice number contains more than 8 digits which includes Branch prefix and Financial Year. So enable the 4 options then drag and drop as per the order(attached the screenshot below for reference).
In this we can set the Branch Prefix from 1 to 5 length and it should be mentioned in respective location in "Branch Master".
Note :
We can also use the other options like "Transaction Prefix Code, Till Code, Outlet Code, Financial Period and Outlet Prefix"
Step 6 : After configuring all the options press "Save".
Step 7 : After configuring the "Transaction Prefix" kindly do the Sales Bill as regular process.
How to refer in Report :
Step 1 : Kindly go to "Reports --> Sales --> Sales --> Daily Sales [Bill No Wise]"
Step 2 : Kindly click the reports setting and enable the "Tran Unique No" column and press "Save".
Step 3 : Now you can see the "Unique transaction number" which is configured through the "Transaction Prefix" screen.
--> We have attached the screenshot which the invoices has been done before and after the "Transaction Prefix" configuration.
1. Can the “Transaction Prefix” be modified after configuration?
Yes. The “Transaction Prefix” can be modified only until the first transaction is created for the respective menu.
Once a transaction has been generated, the prefix/sequence cannot be edited or modified until the next Financial Year begins.
2. What should be done if the Transaction Prefix was saved incorrectly?
If the Transaction Prefix was configured incorrectly and the sequence is not generating as expected, the changes can be updated only through the Admin User login.
3. How to modify the Transaction Prefix sequence?
Step 1 :
Login to your domain using the Main Admin User account.
Step 2 :
Navigate to : Tools → More → Transaction Prefix
Step 3 :
Click on “View” against the respective menu where the changes are required.
Step 4 :
Make the necessary corrections and click on “Update”.
Note :
If the “Update” button is not visible, it means the current login is not an Admin User account. Kindly login using the Admin User credentials.
Step 5 :
After clicking “Update”, an OTP popup will appear. The OTP will be sent to the registered Admin mobile number.
Step 6 :
Enter the OTP and click on “Verify & Save”.
Step 7 :
After successful verification, the system will display “Transaction Updated Successfully”
4. How can the Transaction Prefix changes be verified?
--> You can verify the updated details from the Audit Report.
* Navigate to : Reports → Audit → Audit Viewer Report
* Then select the required date range and Click on “Apply”
* You will be able to view the updated details such as:
- Updated Time
- Username
- Modified Details
-
Activity Log
Step 1:While creating a register for GoBill in TruePOS via Master → Register → Add Register, the 'Register Prefix' field should be set according to the user's requirement, e.g., 'HP'.
Note : This is because your transaction number should be a minimum of 6 digits and a maximum of 8 digits but as per the above billing sequence your invoice number contains more than 8 digits which includes Branch/ Register prefix and Financial Year. So enable the 3 options then drag and drop as per the order(attached the screenshot below for reference).
Step 3:After configuring the "Transaction Prefix" kindly do the Sales Bill in Gobill as regular process.
Step 4:Kindly verify in reports by going to Reports -->Sales-->Sales--> Daily sales Billno wise and click the reports setting and enable the "Tran Unique No" column and press "Save",After that check in reports, "Unique transaction number" which is configured through the "Transaction Prefix" screen.
You can verify the Tran Unique number in the GST E filing screen under reference number column .
In order to verify the same in TFA reports, Kindly go to Reports-->sales-->Sales-->Gst Sales Summary report , in Tran Unique No column the unique transaction number will be displayed.
6. Can the Transaction Prefix be Modified After Transactions Are Created?
Answer:
Yes. Once the Transaction Prefix is configured, it can be edited or modified until the first transaction is created in the respective menu.
After the first transaction is created, the Transaction Prefix cannot be modified during the current financial year by the User.
However, the system now supports updating the Transaction Prefix through an OTP-based authorization process. Only Administrtaor role can perform this change by verifying the OTP.
Note:
If OTP verification is not used, the Transaction Prefix can normally be changed only at the beginning of the next financial year.
7.Why does the system display the message, "When using Transaction Prefix Code with multiple locations, Register/Location Prefix is mandatory"?
If your company has multiple active branches (locations) and you enable the Transaction Prefix Code, the Register/Location Prefix must also be enabled.
This validation ensures that each branch generates unique transaction numbers and prevents duplicate transaction prefixes across locations.
Example:
- Branch 1: CHN-SAL-0001
- Branch 2: BLR-SAL-0001
In this case, the Register/Location Prefix (e.g., CHN, BLR) differentiates the transaction numbers for each branch.
Solution:
Enable the Register/Location Prefix option in the Transaction Prefix configuration and then save the settings.
Note:
This validation applies only to customers with multiple active branches.
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