Transaction Counters

Overview

Manage and configure automatic numbering systems for your transactions to maintain organized and sequential document identification.

Transaction counters help maintain organized, sequential numbering across all your business documents, ensuring compliance with financial regulations and making it easier to track and reference transactions.

Counter Structure Explanation

In Mezan, transaction references follow a structured format to ensure consistency and traceability across your financial documents.

References for each transaction must be unique and never be repeated for the same transaction type in the same organization. This is also true in following years, so if you need to reset the counter every year, you can enable the "Transaction Year" option.

Each transaction counter consists of:

  1. Reference Prefix: A text code that identifies the transaction type (e.g., SINV for Sales Invoice, PINV for Purchase Invoice)
  2. Reference Counter: A sequential number that automatically increments with each new transaction
  3. Transaction Year: This is optional. When enabled, the transaction year is added to the reference to provide chronological context. This is useful for businesses that need to track transactions by year in the reference, or if you want to "reset" the counter every year, without introducing conflicts with previous years in your references.

The reference structure follows this pattern: [Prefix][Counter] or [Year][Prefix][Counter] when the year option is enabled

For example, a sales invoice might be numbered as SINV1, or with the year prefix enabled as 2025-SINV1

Transactions Counters by Module

Sales Module

  • Invoice Reference: Controls numbering for sales invoices (SINV)
  • Receipt Reference: Controls numbering for sales receipts (SRCT)
  • Sales Quotations Reference: Controls numbering for sales quotations (SQ)
  • Credit Notes Reference: Controls numbering for sales credit notes (SCN)

Purchasing Module

  • Invoice Reference: Controls numbering for purchase invoices (PINV)
  • Receipt Reference: Controls numbering for purchase receipts (PRCT)
  • Purchase Orders Reference: Controls numbering for purchase orders (PO)
  • Debit Notes Reference: Controls numbering for purchase debit notes (PDN)

Products Module

  • Stocktakes Reference: Controls numbering for inventory stocktakes (STKN)
  • Transfers Reference: Controls numbering for inventory transfers between locations (TRNFR)

Other Transactions

  • Journal Entry Reference: Controls numbering for manual journal entries (JE)
  • Receipts Reference: Controls numbering for general receipts (GRCT)