Voucher numbers are the numbers on your invoices and other documents. Sometimes a series does not start at 1. This can happen when books were imported in parts, or when vouchers were deleted and left gaps behind. Smart Books has two ways to fix the numbers on vouchers that are already posted. This article explains both.
Know your series type
Each voucher series is either Automatic or Manual. You can see this when you open a series under Masters and then Voucher Series.
- On a Manual series, the number belongs to you. You can change it on a voucher that is already posted.
- On an Automatic series, the number comes from the counter. It is Smart Books' number, and it stays fixed on a posted voucher when you open that voucher.
Change the number on one voucher (Manual series)
- Open the posted voucher on a Manual series.
- Edit the voucher number field. It is not read-only on a Manual series.
- Save the voucher.
If the number is already used by another voucher in the series, Smart Books warns you. Choose a number that is not in use.
Renumber a whole series from a starting number
Use this when many numbers need to change at once, for example when invoices run from 539 to 1208 and you want them to run from 1.
- Open Masters and then Voucher Series.
- Find the series in the list and select Renumber… at the end of its row. A window opens with the name of the series.
- In Start from, type the number the first voucher should get. The default is 1.
- Select Check. Smart Books shows a preview: the number of Posted vouchers, how many Numbers changing, and the range Now and After. A table lists each voucher with its date, its current number and its new number.
- Read the preview carefully. If it looks right, select Renumber. If not, select Cancel. Nothing is changed until you select Renumber.
Vouchers are numbered in date order. Cancelled vouchers keep their place in the order.
Things to know first
- Printed or sent documents will not match. This changes the document number on posted vouchers. An invoice you already printed or sent to a customer will carry the old number.
- Nothing else moves. No ledger, tax, stock or bill changes.
- Every change is recorded in the audit trail, so you can later see what a voucher was called before.
- If every voucher already has the number it would be given, the window says "Every voucher already carries the number it would be given. Nothing to do." The Renumber button stays unavailable.
If something goes wrong
If the window shows "Could not read the series", close it and try again. If the Renumber button is unavailable, then no numbers would change. Try a different Start from number and select Check again.