How to Set Up Numbering Series and Formats in QNE AI Cloud

Overview:

A well-defined numbering series is essential for maintaining accurate records, streamlining document tracking, and ensuring compliance with regulatory standards such as the BIR’s Computerized Accounting System (CAS). In QNE AI Cloud, running numbers are automatically generated in a structured format to uniquely identify documents like Sales Invoices, Purchase Orders, and Receipts.

This article guides you through configuring a customized numbering format that meets your operational and audit requirements, including BIR's mandate of at least six running digits.

Scenario:

To meet the BIR’s Computerized Accounting System (CAS) compliance, particularly Annex B which requires a minimum of six digits in system-generated document numbers, your business needs to set a structured format in QNE AI Cloud.

For example, you may configure your Sales Invoices to follow a format like INV-2025-000001, ensuring consistency, accuracy, and audit readiness. This also helps in organizing records by fiscal year and document type while reducing manual errors.

Procedure:

To set up custom numbering series in QNE AI Cloud, follow these steps:

Step 1:  Navigate to Company > Maintenance > Running Numbers.

Step 2:  Click the Add button to create a new running number entry.

Step 3:  Configure the numbering format.

A pop-up window will appear, allowing you to access the running number settings. 

• Type: Select the document type (e.g., Sales Invoice, Purchase Order, Receipt Voucher) for which the running number will apply.

• Format: Enter the desired numbering structure. 

Example: INV-{yyyy}-{n6}

• INV - a static prefix indicating the document code. 
• {yyyy} - the four-digit year format.
• {n6} - the running number or sequence. The variable must start with 'n', and the number that follows defines the total number of digits (e.g., n6 generates a six-digit sequence like 000001, 000002, etc.).

• Frequency: Choose how often the number sequence resets — No Reset, Yearly, Monthly, or Daily.

Note: For CAS Documents, the frequency must be set to No Reset in accordance with Annex C_1 range of serial numbers.

• Date Type: Choose the date type to apply:
• Transaction Date – The actual date the transaction occurred.
• Working Date – The date you want the transaction to be recorded for posting or reporting purposes.
• Calendar Date – The current system date (today’s actual date).

• Default: Tick this option if this format should be the primary one for the selected document type.

• Once all required fields are completed, click Submit to apply and save the running number format.

Note: For guidance on variables for format, refer to the Notes tab. 

Application: 

Once the numbering series is set up, QNE AI Cloud will automatically apply the format to all future transactions of the selected document type. 

This ensures every document is uniquely and sequentially numbered, aligned with fiscal tracking and compliance needs.