Voucher Numbering
YouTube: How to Configure Voucher Numbering in Journal Vouchers?
How to Configure Voucher Numbering in Journal Vouchers?
In this tutorial, we will learn how to configure the Voucher Numbering option in Journal Voucher Entry. Logic ERP allows users to generate voucher numbers either automatically based on the transaction date or through a custom user-defined numbering series designed according to business requirements.
Objective of This Feature
Automate voucher number generation.
Create customized voucher numbering formats.
Standardize document numbering across the organization.
Improve voucher identification and tracking.
Support business-specific numbering requirements.
Default Voucher Numbering Behavior
By default, the Voucher Numbering option is set to: Day Wise
Under this setting:
The software automatically generates voucher numbers based on the transaction date.
Voucher numbers are maintained automatically by the system.
No manual configuration is required.
Access to Voucher Numbering Configuration
Go to the Configuration Menu under Accounts Module.
Open Journal Voucher Configuration
Select the required Configuration
Navigate to the Voucher Numbering section
Locate the option labeled as:
Voucher Numbering.
Available Voucher Numbering Options
Day Wise
User Defined
Option 1: Day Wise
Behavior
Voucher numbers are generated automatically based on the transaction date.
Numbering is maintained by the software.
Benefits
Simple setup.
Fully automated numbering.
Suitable for standard accounting operations.
Option 2: User Defined
Behavior
This option allows users to create customized voucher numbering formats.
When User Defined is selected, additional configuration options become available.
Defining a Custom Voucher Series
Configure Prefix: You can define a custom prefix according to your business requirements.
Examples: JV, JRN, ACC & FIN.
Add Date Components
The software provides various date-related elements that can be incorporated into the voucher series, such as:
Month
Year
Financial Year
Other available date formats
These components can be combined with prefixes to create a customized numbering format.
Separator Configuration
Default Behavior: A separator character is inserted between series components.
Example: JV-2026-001
Optional Setting
If required, you can enable the option to Remove Separator
Example: JV2026001.
This generates a continuous voucher number without separator characters.
Voucher Series Length Validation
While configuring the series:
The software validates the total length of the generated voucher number.
The maximum allowed length is 10 characters.
Validation Message
If the configured series exceeds the permitted limit:
The software displays a warning message.
The configuration cannot be saved until the length is reduced.
Best Practice
Ensure that:
Prefixes are concise.
Date components are selected appropriately.
Total voucher series length remains within 10 characters.
Generate a Journal Voucher
Action
Open the Journal Voucher Entry window.
Create a New Journal Voucher.
Result
The software automatically generates the voucher number according to the configured user-defined series.
The generated voucher number is displayed immediately during voucher entry.
Key Benefits
Flexible voucher numbering formats.
Business-specific document identification.
Improved audit and tracking capabilities.
Automated voucher generation.
Consistent numbering across accounting transactions.
Best Practice Tips
Use meaningful prefixes for easy identification.
Keep voucher series within the 10-character limit.
Verify the series preview before saving.
Maintain a consistent numbering structure across financial years.
Use date components wisely to avoid duplicate numbering.
Final Outcome
The Voucher Numbering feature in Journal Voucher Configuration allows users to choose between automatic Day wise numbering and fully customizable User-Defined numbering. By configuring prefixes, date formats, and numbering structures, organizations can generate voucher numbers that align with their internal documentation and accounting standards while maintaining consistency and control over financial records.
Last updated