Numbering cash purchases: auto-codes, prefixes and manual codes

Each cash purchase in Usystems receives a unique code (document number). You can let the system assign codes automatically, or customize them with prefixes and manual numbering.

Auto-codes (default)

By default, Usystems assigns auto-codes to each cash purchase. These are simple numbers that increment:

• First cash purchase: 1
• Second cash purchase: 2
• Third cash purchase: 3
• And so on...

Each cash purchase gets the next available number automatically when you finalize it.

Prefixes

You can add a prefix to auto-codes so they include a text identifier:

• With prefix CP: CP-1, CP-2, CP-3
• With prefix 2026-: 2026-1, 2026-2, 2026-3

Prefixes help you organize documents by year, department, or purpose. The number still increments automatically.

Manual codes

You can override the auto-code and assign a manual code to any cash purchase when you create it. Examples:

• MAN-001 (manual code with a format you define)
• ALI-2026-025 (vendor initials + year + sequence)
• CAS-PUR-0042 (custom format you choose)

To use a manual code:

1. When creating or editing a cash purchase, look for the Document Code or Reference Number field.
2. Leave it blank to use the auto-code, or type your custom code.
3. Save the cash purchase.

Important: Once a cash purchase is finalized, its code cannot be changed.

Configuring default numbering

To set up a default prefix or numbering scheme for all cash purchases:

1. Go to Settings → Document Numbering (or similar). Open in Usystems
2. Find the Cash Purchase or Purchase section.
3. Set a Prefix (e.g., "CP" or "PUR") if desired.
4. Choose whether to use Auto-codes or Manual codes by default.
5. Save the settings.

These settings apply to all future cash purchases. Existing documents keep their original codes.

Best practices

Example numbering scenarios

Scenario 1: Small shop, keep it simple

• Use auto-codes: 1, 2, 3...
• No prefix needed.
• All purchases numbered sequentially.

Scenario 2: Multiple locations

• Use prefix by location: LOC-A-1, LOC-B-1
• Each location has its own prefix.
• Easy to identify where each purchase was made.

Scenario 3: Vendor-specific tracking

• Use manual codes: VENDOR-ALI-001, VENDOR-FAR-002
• Assign manually for audit or compliance reasons.
• Each vendor gets a unique identifier in the code.