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How to Adjust the Financial Sequence Numbers

MKG registers a unique number, a sequence number, for various processes. The financial sequence numbers, also known as document numbers, are defined in the journals where you manually create entries. This article explains how to adjust the document numbering.

 

 

After you have created a new fiscal year in MKG, you can adjust the financial sequence numbers. During the initial setup of the database, a certain methodology was chosen, in some cases incorporating the year number (or just the last two digits) into the sequence. Adjusting this document numbering is necessary to ensure a smooth fiscal year transition. This action is optional/time-critical.

 

 

Step 1: Open the 'Journals' table

 

You manage the financial sequence numbers in the Journals table. Open the table; you will immediately see the list of journals. First, select the current fiscal year. In the Transaction Document column, you will find the current sequence numbers.

 

 

Step 2: Select the newly created fiscal year

 

Now select the newly created fiscal year. The Transaction Document column is empty.

 

 

Step 3: Enter the new sequence numbers

 

Enter the sequence numbers for the new fiscal year in the Transaction Document column. Saving is not necessary; the document numbering is set directly.

 

Transaction document numbering for the new fiscal year

 

 

At least 3 positions
The length of the set document number partly determines the continuation. This length never automatically increases. For example: when using 000 (three zeros), you can continue numbering up to 999. When using only one 0, MKG can number up to 9, after which it starts again at 1. The result is that entries from different dates/periods all end up with the same document number (these are still saved). Therefore, it is advised to make document sequence numbers at least 3 positions long.

 

 

Note!
You open fiscal years per administration. If you use more than one administration, you need to perform this action for each administration.

 

Fiscal Year Transition Checklist
During the execution of a fiscal year transition, actions still need to be performed in modern administrative systems that occur only once a year. These actions raise questions, or worse, are not performed at the most suitable time. To prevent these questions and to ensure the fiscal year transition proceeds as smoothly as possible, the Fiscal Year Transition Checklist, intended for those coordinating a fiscal year transition with MKG software, should be used.
Or go directly to one of the following items:

 

administrationjournalfiscal yearprocess numberingtransaction documentfiscal year transition