Automatic Document Numbering

Document numbers in BC are used for grouping information when using the “Show Entries” function. If 10 lines in a journal all use the same Document Number, when navigating on the entry, all 10 lines will appear. This happens automatically when posting Sales or Purchase documents, but this can be useful when posting journal entries where the user wish to group related journal lines.

However, it can be tedious to enter document numbers and difficult to remember what the last number was that was used if the user wishes to number each line with a unique document number. A new feature has been added to the Excel Journal Import utility to automatically number journal lines, if desired.

This feature, when employed, will automatically make an entry in the Document No. field of any journal utilizing the numbering series feature in BC. Each journal listed in the image below has an associated numbering series.

 

If the user wishes to have the import routine create document numbers automatically, incrementing the “last number used”, then the Excel worksheet being imported should NOT contain the field “Document No.” in any cell in row 1.

If Row 1 of the Excel worksheet to be imported contains a cell “Document No.”, then the import routine will import whatever is in the column – a document number if there is one and a blank cell if there isn’t. To invoke the automatic number, delete the entire column “Document No.” and the program will create one for you.

EJI will increment the document number each time the sum of the lines equals 0. That is when the sum of the credit lines and the debit lines equals 0, the Document Number for next line in the journal will be incremented.