Number series control which numbers Sapera automatically assigns to documents and entries. Each time you create an invoice, for example, the system retrieves the next available number from the corresponding number series and writes it on the document. This ensures consistent, audit-proof numbering without duplicate numbers.
It is important to configure number series correctly before you start using new features. If a series runs out, Sapera cannot create new documents of the type in question until the series is extended or reset.
Open Financial and select Setup in the menu. Then click Number series.
If you cannot see the menu item, you probably do not have permission for it. Contact support.
The screen is divided into three tabs:
Standard contains the common number series used across sales, purchasing and finance. Here, inheritance between the chain level and the individual stores or departments is managed.
Inventory contains number series specifically for stock journals and stock vouchers. Here you can create, edit and delete inventory-specific series.
Accounting contains voucher number series linked to the currently selected accounting period — the accounting name is shown in the tab title. Here you can create, edit and delete accounting series.
Number series are the basis for automatic numbering throughout Sapera. Below is an overview of which document types retrieve numbers from the Standard, Inventory and Accounting tab series respectively.
The Standard tab covers the central trade and finance documents:
Invoices — the invoice number is assigned automatically when a sales order is invoiced.
Sales orders — the order number is assigned when a sales order is created.
Quotes — the quote number is assigned when a sales quote is created.
Shipments — the shipment number is assigned when a shipment is registered.
Purchase orders — the purchase order number is assigned when a purchase order is created.
Purchase invoices — the number is assigned when a purchase invoice is registered.
Purchase deliveries — the delivery number is assigned when a purchase delivery is received.
Gift card numbers — the number is assigned when a gift card is issued.
Return coupons — the coupon's number is assigned at issuance.
Subscriptions and rental contracts — the contract number is assigned at creation.
Payment ID — assigned automatically when payment identifiers are generated.
The Inventory tab controls the numbering of two document types:
Stock journals (type Journal) — numbers the journals created in the inventory module before they are booked.
Stock vouchers (type Voucher) — numbers the final voucher numbers on booked stock movements.
The Accounting tab controls voucher number series within the selected accounting period:
Cash register daily operations (identifier 2) — used when booking the cash register day's operations.
Year-end entries (identifier 1000) — used for the period's year-end entries.
Accounting number series can also be selected directly on journal lines in accounting when an alternative voucher series should be used.
The Standard tab shows all system-defined number series with inheritance across organization levels (chain, store, department). You can click a level in the tree on the left to view and edit number series for exactly that level.
Series that are bold in the list are defined directly at the selected level. Series that are not bold are inherited from a higher level.
Display name — the series' system-defined name.
Start number — the number the series starts at.
Current number — the last number issued in the series.
End number — the number the series ends at. The field is empty if the series is open (no upper limit).
Available numbers (%) — the proportion of numbers still available in the series, expressed as a percentage.
Source — the module the series belongs to (Financial, POS, etc.).
Inheritance — shows either Defined (the series is set up directly at the selected level) or Inherited (the series is retrieved from a higher level).
The icon at the far right of the row shows a warning if the series is about to run out. See the section on warnings below.
Edit — opens the edit dialog for the selected series. Only active when a series is selected.
Use from parent — removes the local definition at the selected level and lets the series inherit from the higher level. Only active when the selected series is defined locally at a level that is not the root level.
Apply to all levels below — copies the selected series' current definition down to all subordinate levels (stores/departments). Use this if you want to ensure that all stores use exactly the same number settings.
Clear defined at current level — deletes all local definitions at the selected level, so all series fall back to inheriting from the higher level. Only active when at least one series is defined locally at a level that is not the root level.
In the Standard tab, you can only adjust the start and end number of existing system series. The system itself determines which series exist — you cannot create or delete series in this tab.
Name — the series' system-defined name. Read-only — cannot be changed.
Start number — the number the series starts at. Editable.
End number — the number the series ends at. Leave the field empty for an open series with no upper limit.
Next number — the next number the system will issue. Read-only and calculated automatically.
The Inventory tab shows number series for stock journals and stock vouchers. Here you can create new series and delete existing ones as needed, unlike the Standard tab.
Number — the series' numeric identifier.
Display name — the series' name.
Type — specifies whether the series is of type Journal or Voucher.
Start number — the number the series starts at.
Next number — the next number the system will issue.
End number — the number the series ends at. Empty = open series.
Available numbers (%) — the proportion of available numbers as a percentage.
Create new — opens the edit dialog for creating a new inventory-specific number series.
Edit — opens the edit dialog for the selected series. Only active when a series is selected.
Name — the series' name. Editable.
Number — the series' numeric identifier. Must be unique within inventory series. Editable at creation.
Type — select Journal (stock journals) or Voucher (booked stock movements).
Start number — the number the series starts at. Must be at least 1.
End number — the number the series ends at. Leave the field empty for an open series. The system validates that the number range does not overlap an existing series of the same type.
Next number — the next number the system will issue. Read-only.
The Accounting tab shows voucher number series for the currently selected accounting period. The accounting period's name is shown in the tab title. Here you can create, edit and delete accounting series.
Number — the series' numeric identifier (identifier).
Display name — the series' name.
Start number — the number the series starts at.
Next number — the next number the system will issue.
End number — the number the series ends at. Empty = open series.
Available numbers (%) — the proportion of available numbers as a percentage.
Create new — opens the edit dialog for creating a new accounting number series.
Edit — opens the edit dialog for the selected series. Only active when a series is selected.
Delete — deletes the selected series. Only active when a series is selected and it can be deleted.
Name — the series' name. Editable.
Number — the series' numeric identifier. Must be unique within accounting series. Editable at creation.
Start number — the number the series starts at. Must be at least 1.
End number — the number the series ends at. Leave the field empty for an open series. The system validates that the number range does not overlap an existing series.
Next number — the next number the system will issue. Read-only.
The Standard tab supports inheritance across organization levels. This means you can typically define one set of number series at the chain level and let all stores and departments inherit these settings automatically.
Rows shown bold in the list are defined directly at the selected level. This is also shown in the Inheritance column, which shows Defined for locally defined series and Inherited for series inherited from above.
Organization units with at least one locally defined series are likewise shown bold in the level tree on the left, so you can quickly see which levels have their own definitions.
Use the buttons Use from parent, Apply to all levels below and Clear defined at current level to control where the definitions reside. See the description of these buttons in the section on the Standard tab above.
When a number series approaches its upper limit, a warning icon is shown in the list view as well as a yellow warning panel in the edit dialog. The warning indicates that less than a certain percentage of the numbers remain.
Act promptly when you see this warning: extend the end number or create a new series, so document creation is not blocked.
Save and close — saves the changes you have made in the edit dialog and closes it.
Cancel — closes the edit dialog without saving.
If you have questions, you are welcome to contact support.
Want to know more?
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