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Number series

ReFIS Flow - software for digitising and approving documents

A number series is a mask according to which ReFIS automatically generates numbers of documents, persons and projects. It consists of several parts and can also contain variables. You set a number series, for example, for:

  • The reference number of a document
  • The variable symbol
  • The identifier of an employee or of a person in the address book

Document numbering

A document can be assigned several numbers:

  • “Registration number” (the registration/registry number of the document from the registry log, i.e. the line number) is a positive integer greater than or equal to 1. A new number series starts for each year of entry, so the registration number is unique within a year. It is assigned to all documents registered in ReFIS.
  • “Reference number” can be:
    • own: for documents that originate in the company. For example, it can be the number of an issued invoice or of an issued purchase order. For own documents, you set a mask according to which ReFIS generates this number. The mask can include, for example, the year, the month, a sequence number, etc.
    • external: for external documents that the company received. For example, it can be the number of a received invoice, a received purchase order, a bank statement, etc.
  • Payment symbols and the payment reference. If your own company is from Slovakia or the Czech Republic, VS, SS and KS are also displayed, otherwise only “Payment reference”. They are the following:
    • “Variable symbol”: you set a mask according to which ReFIS generates it.
    • “Specific symbol”: you set a mask according to which ReFIS generates it.
    • “Constant symbol”
    • “Payment reference” - ReFIS generates it according to a mask or from VS, SS and KS.
  • “Ext. acc. number” is a field where ReFIS stores the identifier of the document from an external information system.

Variables

You can use these variables in the number series mask:

  1. RANDOM - generates a 4-digit random number
  2. RANDOM(parameter) - the parameter in parentheses specifies the number of digits
  3. YEAR - year from the date of entry
  4. YEARSHORT - year from the date of entry (last two digits)
  5. MONTH - month from the date of entry
  6. DAY - day from the date of entry
  7. HOUR - hour from the date of entry
  8. MINUTE - minute from the date of entry
  9. SECOND - second from the date of entry
  10. ID(datescope,length,startval,name) - returns a unique identifier matching the parameters. Examples:
    1. ID - returns an identifier unique within the whole application
    2. ID(GLOBAL) - returns an identifier unique within the whole application
    3. ID(YEAR) - identifier unique within the year (year from the date of entry)
    4. ID(MONTH) - identifier unique within the year and month (year and month from the date of entry)
    5. ID(GLOBAL,length) - identifier with "length" digits
    6. ID(YEAR,length) - identifier with "length" digits
    7. ID(MONTH,length) - identifier with "length" digits
    8. ID(DAY,length) - identifier with "length" digits
    9. ID(GLOBAL,length,startval) - identifier which, if it has not yet been used in the given period, starts counting from the value startval
    10. ID(YEAR,length,startval) - identifier which, if it has not yet been used in the given period, starts counting from the value startval
    11. ID(MONTH,length,startval) - identifier which, if it has not yet been used in the given period, starts counting from the value startval
  11. EVIDNUM - registration/registry number of the document from the registry log (line number)
  12. REFNUM - reference number of the document (for example an invoice number or a purchase order number)
  13. EXTERNALNUM - external accounting number of the document
  14. PERSON - identifier of the person
  15. PERSONNAME - name of the person
  16. USER - identifier of the employee
  17. LABELCODE(childofkeyname,defaultvalue) - returns the set label identifier matching the parameters. Examples:
    1. LABELCODE - label identifier (if several are assigned, the first one found with a filled-in identifier is used)
    2. LABELCODE(PROJECTS) - project identifier (same as for PROJECTCODE)
    3. LABELCODE(PROJECTS,99) - default value for a label identifier that is not set
  18. PROJECTCODE(defaultvalue) - returns the set project identifier matching the parameters. Examples:
    1. PROJECTCODE - project identifier (if several are assigned, the first one found with a filled-in identifier is used)
    2. PROJECTCODE(99) - default value for a project identifier that is not set
  19. LABELCODEEX - returns the set external label identifier matching the parameters. Usage is the same as for LABELCODE.
  20. PROJECTCODEEX - returns the set external project identifier matching the parameters. Usage is the same as for PROJECTCODE.
  21. PAYMENTGID - returns the grouping ID on the payment order.
  22. PAYMENTGNUMS - returns the variable symbols of the grouped payments on the payment order
  23. FIRSTPAYMENTGNUM - returns the first filled-in variable symbol of the grouped payments on the payment order
  24. PAYMENTGREFS - returns the payment references of the grouped payments on the payment order
  25. FIRSTPAYMENTGREF - returns the first filled-in payment reference of the grouped payments on the payment order
  26. PAYMENTGEXTNUMSWITHPERSON - returns the external accounting numbers and persons of the documents paid by the grouped payments on the payment order

Examples

  1. F{YEAR}{ID(YEAR)}
  2. PRIJ-{RANDOM(9)}-{YEAR}/{MONTH}/{DAY}-Any text-{ID}-{ID(YEAR)}-{ID(MONTH,12)}
  3. F{YEAR}{MONTH}{ID(MONTH)}