Creating and Managing Invoice Naming Series in Empress

Guides & Tutorials
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Introduction

The Empress platform is designed with your business needs in mind, ensuring your operations are in line with relevant regulations. A significant feature that enables this is the Naming Series functionality, which aligns with Rule 46 (b) of the CGST Rules 2017. This rule requires that tax invoices issued by a registered entity have a consecutive serial number, not exceeding sixteen characters in one or multiple series.

This guide will guide you through the process of setting up a new naming series for Sales and Purchase Invoices in Empress, ensuring your business operations remain compliant with the GST rules.

Introduction to Naming Series

The Naming Series feature is a tool that helps you generate and manage serial numbers for your invoices. These numbers can include alphabets, numerals, or special characters like a hyphen (“-”) or slash (“/”).

Having a well-organized and compliant naming series is crucial for your business, especially for tracking and auditing purposes. It helps maintain a clear record of all transactions and ensures your invoices align with the CGST Rules.

Setting up a Naming Series

Here’s how you can set up a new naming series:

  1. Navigate to the Naming Series Section:

    • Start by navigating to the “Naming Series” section in Empress. You can find this under the “Sales Invoice” option in your Empress dashboard.

  2. Add a New Naming Series:

    • You can now proceed to add a new naming series. Remember, your series should not exceed 16 characters. An example format could be INV-.YYYY.-.#####.
    • After creating your series, ensure it’s the first option in the list. Also, refrain from checking the “User must always select” option. This makes your new series the default naming series.

By following these simple steps, you can ensure your business operations stay compliant with the GST rules and avoid any issues with invoice numbering.

Wrapping Up

The Naming Series feature in Empress not only helps you stay compliant with regulatory requirements but also streamlines your business processes. It ensures clear and systematic record-keeping, making your operations smoother and more efficient.

Should you need any further assistance with this feature or any other aspect of Empress, please feel free to reach out to our support team.