Streamlining Business Transactions with Empress Document Naming Series

Guides & Tutorials
1

Introduction

In the bustling world of business, organization is key. Empress offers a feature called Document Naming Series that allows you to create unique identifiers for your varying business transactions. This feature is incredibly beneficial for businesses, providing a simple, yet effective, means of tracking and locating documents.

You can assign prefixes to your documents, creating a unique series for each. For instance, a series with prefix INV12#### will generate numbers like INV120001, INV120002, and so forth.

Setting Up Your Document Naming Series

Navigating to your Document Naming Settings is simple, just follow:

Home > Settings > Document Naming Settings

To set up your unique naming series:

  1. Select the transaction: Choose the transaction for which you want to create the series. The system will automatically update the current series in the textbox.
  2. Edit the series: Adjust the series as needed with unique prefixes for each series. The first prefix will be the default prefix. Add each new prefix Naming Series on a separate line. The newly added naming series will be available in the document.
  3. Explicit series selection: If you want the user to explicitly select a series instead of the default one, check the “User must always select” checkbox. No default naming series will be available if this is checked.
  4. Update the starting point of a series: You can adjust the starting point of a series by entering the series name and the starting point in the “Update Series” section.
  5. Update the series: Click on the Update button to update the set of Naming Series for the selected document.

Remember to refresh your settings to see your newly added Naming Series.

Incorporating Financial Year in Naming Series

To enhance your organization further, you can include the financial year in your Naming Series. By default, if you enter ‘YYYY’ in the naming series, it will pick up the current year.

Updating Current Value for Existing Naming Series

Even after setting up your series, you can change the starting or current sequence number of an existing series:

  1. Select the prefix: Under the Update Series section, select the prefix whose sequence is to be changed.
  2. Fetch the current value: The current value will be fetched and displayed.
  3. Change the sequence number: Adjust the starting or current sequence number if necessary.
  4. Update the series number: Click on Update Series Number.

Using Field Values in Naming Series

You can also use “short-codes” for suppliers in your naming series for quick identification.

By utilizing the Document Naming Series feature in Empress, you can streamline your business operations, making it easier to locate and track your important business transactions. For further assistance, please refer to our user-friendly guides or contact our support team.