Use the Custom Numbers feature to customize the appearance of numbers in AptaFund for objects such as purchase orders, accounts payable vouchers, etc.
For instructions on the following, see Set Up & Use Custom Numbers
to setup a new custom number
edit an existing custom number — for example when you need to change the next number or prefix or want to disable the custom number
disable (quit using) a custom number
to increase the size of the custom number mask when you get the message, "Next number is too large for the numeric portion of the custom number mask."
Custom numbering is optional and this feature is not enabled by default. It may also be turned off.
Custom numbers do not prevent a user from entering their own or changing the number in the field, even if custom numbering is enabled.
Numbers entered directly by a user are not required to conform to the custom number mask.
Custom numbers have two parts: 1) a constant prefix, and 2) a sequential number.
is alphanumeric and may be any case – upper, lower, or mixed. You might want to use "PO" or the FY number with a hyphen — e.g. 15- — as the prefix for a purchase order.
The constant prefix is not required; it may be empty.
All characters that appear before the first # character make up the constant prefix.
The sequential number portion:
is required. At least one # character is required, and each # character represents one digit of the sequential number.
Important: The numeric portion of the mask must end with a # sign in order to automatically increment the number.
Each custom number will have a next number associated with it.
The next number may be changed, allowing a user to go back, or skip numbers.
There is no need to enter the leading zeroes for the next number as AptaFund will fill the sequential number portion with leading zeroes, as needed. Note: If your custom number for the Accounts Payable Voucher Number is APV#####, and the Next Number is 1, AptaFund will automatically number the first voucher as APV00001 and increment accordingly thereafter.
Following the successful generation of a custom number, the next number will be updated immediately. For example, if the constant prefix is APV, the sequential number portion is five digits, and the next number is 1, the custom number created will be APV00001. The next number will be updated immediately to 2.
Creation of a custom number is only performed when a record with a custom number field is created and IF the custom number field is empty, null, or blank.
Field name |
Field location |
Accounts Payable Voucher Number |
Accounts Payable > Payment Management |
Asset Number |
Capital Assets > Asset Management |
Cash Receipt Batch Number |
Cash Receipts > Cash Receipts |
Customer Code |
Customers > Customer Management |
Employee Number |
Human Resources > Manage Employees |
Payroll Register Number |
Payroll > Manage Payroll |
Purchase Order Number |
Purchasing > Purchase Order |
Vendor Code |
Vendor > Vendor Management |
Note: Custom numbers are not available for AP warrants or employee paychecks.
When you create a new accounting cycle, the custom numbers are carried over to the new cycle. If the new cycle has a prior cycle, the new cycle’s custom numbers will reflect the prior cycle’s values at the time the new cycle is created.
If the new accounting cycle does not have a prior cycle, the new cycle’s custom numbers will have the default values for the cycle-specific custom numbers.
Note: The customer code, employee number, and vendor codes are not accounting cycle-specific and stay within the system unless removed during a fiscal year end rollover.
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