Managing Document Numbers

There are various option to manage document date & numbers through various modules like settings, Doc Types etc.

In some cases, after saving a bill it automatically creates a new bill instead of returning to previous bills screen. In such case you may mark 'True' against 'AutoNewBill' property in Doc Types. This may be required when you feeding a retail shop bills where no. of bills are in heavy quantity. This may also be useful for accountants who feed bills once in a week or month.

In Visual Catpro the default date of invoice is system date. The default date can be set in three different ways Blank Date, Date of Last Invoice, System Date. You may mark appropriate option against 'New Invoice Date' setting under 'Settings' category in invoice updation module.

Visual Catpro shows all the bills in previous bills screen. It may takes time to fill previous bill screen, if number of bills in big quantity. You may filter the bills by marking an appropriate option against 'Filter Previous Bill Information' setting under 'Settings' category in invoice updation module.

In some cases we want that, while making bill only those account appears in party selection who falls under S.Debtors B/S class. In such case you may mark 'Yes' against 'Allow Invoice to S.Debtors Only' setting under 'Settings' category in invoice updation module.

Some times number of items is occupying more then one page in a bill. Now if the bill numbers are pre-printed then that could be a problem because by default visual catpro gives same bill number to every page. You may set new invoice number to a new page by doing following settings:

2. Write following statement in the caption property in Doc Report Forms where you wants to print document number.

In some cases we want every new bill increments its date by 1 automatically. In such case you may mark 'True' against 'DocIncrementDate' in Doc Types. This may be required in petrol pump total / credit sales.

Whenever you create a document of date which is not a system date. Then Visual Catpro gives you a warning message. You may disable this warning message by marking 'True' against 'DocNoDateWarn' in Doc Types.

You may allow user to create document of any date with any number for a specific Doc Types. To do so mark 'True' against DocAllowAnyNo and DocAllowAnyDate. After marking True it allows all users to create document of any number and any date even if the numbering is disturbed.

If the document numbering is disturbed then Visual Catpro warns you when you open the document updation module. It shows the document number and date from where the numbering is disturbed as shown below:

If numbering is disturbed 3 times then this message appears 3 times and shows the document number and date from where the numbering is disturbed. In above screen there are two buttons 'Dont Warn' and 'Countinue'. You may click on 'Continue' button to see the next warning message and click on 'Dont Warn' button to skip all the warning messages.

You may disable this warning message permanently by marking 'No' against 'Check for Missing Invoice No.' setting under 'Settings-2' category in invoice updation module.

If DocAllowAnyNo is marked as True then this warning message does not appear.