Number branch documents: one series per branch, no duplicates

When a company opens branches, each one must be able to invoice without waiting for the others, and an auditor must be able to follow its numbers without gaps. SynkriaOps gives each branch its own number series, set by head office, and guarantees that no series can produce another series’ number.

Note

This page only concerns companies that have opened at least one branch. A single-site company keeps its numbering unchanged.

Each branch numbers its invoices, credit notes and receipts in its own series, with its own counter. Head office keeps the numbering set in Settings → Invoicing: no number already assigned changes.

Document	Example number
Head office invoice (current format)	FC-26-AA00012
Bafoussam branch invoice (code BFS)	FC-BFS26-AA00001
Garoua branch invoice (code GAR)	FC-GAR26-AA00001

By default, a branch series uses the company prefix for that document type, then the branch code, the year and the number. As everywhere in SynkriaOps, the number is assigned on validation, with no gap, and the counter restarts at 1 each year.

Other documents (journal entries, supplier invoices) keep the company numbering. Quotes and pro forma invoices will get their branch series once they are attached to a branch.

Viewing the series

Open Settings → Invoicing. Below the company numbering, the Branch numbering block shows, for each branch and each document type, the prefix, the format and the next number.

A branch user only sees their branch’s series and cannot change them.

Choosing a branch series (head office)

1. In Branch numbering, click Edit on the row you want.

2. Enter the prefix (8 characters at most) and the format. Available tokens: {prefixe}, {agence} (branch code), {annee}, {aa}, and exactly one number token among {seq}, {sequence} or {alpha}.

3. Check the number preview, then click Save.

The new format applies to the next numbers: the sequence continues (if the branch was at number 42, the next one has rank 43) and no number already assigned changes. Each change is recorded in the audit trail (before and after, author, date). Restore the default series goes back to the original format.

What SynkriaOps refuses

Two series of the company can never produce the same number. SynkriaOps refuses before saving, with an example of the number that would be duplicated:

• a series that could produce a number of another series (for example a branch whose format repeats another branch’s code);
• a series that could reproduce a number already assigned to a document;
• a format with no number token, two number tokens, an unknown token, or the branch code after the number;
• a number longer than 16 characters.

The same checks apply when you create a branch or change its code, and when you change the company prefixes or format (for example, the same prefix for invoices and credit notes is refused).

Tip

The simplest is to keep the branch code in the format ({agence}): two branches always have different codes, hence different numbers.

Checking number continuity

Click Check continuity. For each series of the year, SynkriaOps checks:

• that no number is missing between the first and the last number assigned;
• that each number has its document;
• that dates follow the number order.

A compliant series shows “Compliant” and the number count. Otherwise the issue is named (for example “1 missing number(s) — ranks 11”). A branch checks its own series; head office checks all series.

Note

Numbers assigned before this check was set up are not verified: the result says so (“Numbers before rank … were assigned before the check was set up”).

Further reading

Working with several branches Head office, branches, the branch you work in and what head office decides.

Customers and suppliers by branch Who sees and who can select a customer, and how head office shares it.

Create a customer invoice Entry, validation and final number of an invoice.

Manage journals Journals and gap-free numbering of entries.