A voucher series decides how your vouchers are numbered in Aicountly Smart Books. For example, you can make all sales vouchers read INV-0001, INV-0002 and so on. This article shows you how to set one up and check how the numbers will look before you save.
Before you start
- You are signed in to Smart Books and have opened your company.
- You know which type of voucher the series is for, such as Sales or Payment.
Create a voucher series
- Open Masters and, under Company, select Voucher Series. You see the list of series you already have.
- Select Add Series. The Voucher Series form opens.
- In General Info, type a Series Name. This is required. Pick a name you will recognise later, such as "Sales 2026".
- Choose the Voucher Type the series belongs to. This is also required.
- If you want, choose a Default Bank. This is a bank account that goes with the series.
- Under Voucher Numbering, choose Automatic or Manual. With Automatic, Smart Books gives each voucher the next number. With Manual, you type the number yourself.
- If you chose Automatic, set Renumbering Frequency to None, Yearly, Half Yearly, Quarterly or Daily. This decides how often the count starts again from the starting number.
- Enter the Starting No., the number your first voucher should get. It must be 1 or more.
- In Series Format, fill in the parts you need: Prefix, Prefix separator, Min fixed length of numeric part, Padding character, Suffix and Suffix separator. The separator can be a dash, a slash, a space or none.
- Look at the Series Format box on the right. It shows an example of your first number, so you can fix anything that looks wrong.
- Select Save. You see "Series created" and go back to the list.
A worked example
Say you want sales vouchers to read INV/0001. Set the prefix to INV, the prefix separator to a slash, the minimum length to 4 and the padding character to 0. With a starting number of 1, the preview shows INV/0001. Adding a suffix such as 26 with a dash as the suffix separator makes it INV/0001-26.
Change or delete a series
On the list, select a series to open it. Change what you need and select Save; you see "Series updated". When you edit a series, a Status section appears with an Active setting. Choose No if you no longer want to use the series. To remove it completely, select Delete and confirm.
Find a series quickly
On the Voucher Series list you can filter by Voucher type and by Numbering (Auto or Manual). Select Clear filters to see everything again.
If something goes wrong
- If you see "Series name is required", type a name in Series Name.
- If you see "Voucher type is required", choose a Voucher Type.
- If you do not see the Prefix and Suffix fields, ensure you have chosen Automatic under Voucher Numbering.