Reference numbers in ERPLY Books

 

This manual will give an overview of reference numbers in ERPLY Books.

1.Creating reference numbers

ERPLY Books can generate 7-3-1 rule based reference number for your sales invoices automatically when you have corresponding rules.

1.1 Default rules:

    • Reference number can come from customers
    • Reference number can come from invoice

If you want reference numbers to be customer based then you have to create reference number for the customer. Go to “Sales” / “Purchases” > “Contacts” > choose the customer > click on a “Contact sheet” in the menu below. When you open customer card then you can see blue “Create new” button. Click on that and create a new reference number. Whenever it is set, then selecting the customer in sales invoice it will select that reference number for your. Remember that it works only when creating invoice inside ERPLY Books not creating invoice via API or other partner services. With latter you would have to have reference number in your partner service as well.

If you want invoice based reference numbers then you must enable following rule.

Type “Global Parameters” in dash board search box, click on a “+ Add” button and add a rule: “ATTRIBUTE_ERPLY_SYNC_ORDINARY_EU_REF_NR”

Add a value “true”.

1.2 Invoice number based reference number has following options:

    • Simple ordinary reference number – creates reference number from invoice number and calculates the last number;
    • If you need customer codes in reference number then you can set that rule in main reference number setting;
    • By default if you have invoice number set as 100791 then it creates reference number 10079102. If you want this to look like 00000000000010079102 then you have to enable rule (add this to “Global Parameters”): “ATTRIBUTE_GLOBAL_REF_NR_COMPULSORY_LEN20” with value “true”;
    • If you are factoring invoices then in order for the system to understand that reference number should contain banks code then make sure your banks customer number is added into factoring attribute. This is an extra setting. If you are interested in this, please contact us via email support@erplybooks.com;
    • If your invoice numbers are too long then you can have a rule for this: (add this to “Global Parameters”) “ATTRIBUTE_GLOBAL_INVOICE_NR_LENGTH_FOR_REF_NR” with value “true”.

2. Restrictions:

    • As invoice number based reference number includes invoice number and reference number can only contain numbers, then if invoice number has non-numeric letters then it tries to replace „k” and „c” from the end of the invoice number used for credit notes. If it isn’t successful, then there is no reference number creation;
    • If invoice number is more than 19 digits long, then there is no reference number creation;
    • There is no restriction using factoring and ordinary reference numbers at the same time. Meaning ERPLY Books will not give error when it cannot find factoring rule for the customer, it will instead create ordinary reference number without factoring information.

3. Using reference numbers

ERPLY Books uses reference numbers in following places:

    • Reference numbers are shown in invoice search when you have added rule “GLOBAL_SHOW_REF_NUMBERS” with value “true”.

(Type “Global Parameters” in search box and add new parameter(“+Add”))

    • In bank import when reference number is available it tries to find invoices with this number. If you have multiple invoices with the same reference number it also looks if description includes the invoice number;
    • When creating payment files ERPLY Books arranges payments so that one supplier would have one payment for every reference number. This means when you pay 10 invoices to the supplier and those invoices have three different reference numbers then 3 payments will be prepared for that suppliers;
    • By default all sales invoice templates include reference numbers;
    • If you want to search invoice by reference number then you can do that by adding reference number into invoice nr search box;
    • When creating  payment file there are two ways how the system adds reference numbers. As the initial approach for adding reference numbers into SEPA payments was done in payment description then by default this is also used (looks like this: “/RFB/10079102/TXT/Invoice nr X, Y, Z”. If you need this to be on a separate field then use rule ATTRIBUTE_GLOBAL_BANK_EXPORT_SEPA_REFNR (with a value “true”)

Comment: in few years “ATTRIBUTE_GLOBAL_BANK_EXPORT_SEPA_REFNR” rule will be deprecated because all accounts will by default use the new system where reference number is in a separate field.