Numbering System in KNAPS

Document Numbering in KNAPS

The document numbering system in KNAPS uses a specific format for new documents. It starts with a three-letter code, taken from the system's store code (using the last three letters of the store code if the code is longer than three). This is followed by a unique number, starting from 00001 and going up to Z99999. A dash is then added, along with a three-letter code for the document type (e.g., POR for Purchase Orders, SIN for Sales Invoices).

Key Points

• The format begins with a Three-Letter Code that identifies the store.

• This code is derived from the store's code in the system.

• If the store code exceeds three letters, only the last three letters are used.

• A Unique Number follows the store code, starting from 00001 and progressing to Z99999.

• A dash "-" is then inserted, followed by a Three-Letter Document Type Code.

• Common document type codes include POR for Purchase Orders, SIN for Sales Invoices, PGR for Goods Receipt, and others.

• The complete document number combines these elements, ensuring each document has a unique identifier.

• Some common Document Type codes are:

  • POR for Purchase Orders

  • SIN for Sales Invoices (ie. to the stores’ customers)

  • PGR for Goods Receipt

For example, a Purchase Order for a store with the code "TST" might look like TST00023-POR. This system ensures that each document in KNAPS has a unique identifier.

These are the main three types of documents that you will interact with on a daily basis.

Note: For supplier invoices, the supplier’s invoice number will remain the main reference, despite the fact that it will have an internal KNAPS document number also.