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Purpose of this article

This article teaches how to manage a Series which are used to number and group invoices.

Before you start

Make sure you have:

  • the Finance addon enabled (please contact [email protected] if you would like more information on enabling this addon)

  • the correct administrator permissions (“accounting-edit”)

  • knowledge of any existing systems used for ordering the institution’s invoices so that it might be (closely) replicated

  • Log in as an Administrator with the permission “accounting-edit” (included with the Role “Accountant” in addition to “Superuser”).

  • From the Main menu, go to Finance > Series.

    • To create new invoice series number:

      • Click “+ Add a new series”.

      • Enter a name for later reference; it will not visible to applicants.

      • (Optional) You can tick the box under “Blocking invoice” to block every applicants, who have the unpaid (Is not marked as a collected) invoice with this serial number. Applicant can by unblocked only by fully collecting the invoice or deleting invoice.

      • Drag and drop placeholders between the “Drag the placeholders here:” and “Unused placeholders:” to create a desired Series.

        • Some placeholders are blank, so additional text or numbers can be entered into the Series.
      • Once you are satisfied with the format, click on “Save changes”.

    • To edit or delete existing invoice series numbers:

      • Locate the target Series and click on the wrench icon next to it.

      • Choose “Edit” or “Delete”.

Expected outcome of the instruction

The invoice Series feature allows for the configuration of how invoice numbers are generated. If there is a requirement to number different types of invoices differently, the Series feature will allow for different configurations to be used for different types of invoices.

Related articles

Payment Gateways

How to send a manual invoice to the applicant

Next steps

How to create an invoice template

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