Invoice, Credit Note, Return Challan Series Configuration

Invoice, Credit Note, Return Challan Series Configuration

Description

This article explains how sellers can configure numbering series for Invoices, Credit Notes, and Challans using the New Series Configuration module in Easyecom.

The configuration ensures that document numbers are generated in a unique and sequential manner based on:
  • Financial year
  • Document type
  • Order type
  • Channel (where applicable)

All series configurations are system-validated and maintained with audit logs.

Use Case

Use this configuration when you want to:
  • Define custom numbering series for invoices, credit notes, or challans
  • Maintain separate document sequences per financial year
  • Configure different series based on order type
  • Continue the same series into the next financial year using Auto-Continue Series

Default (System-Generated) Series

If no custom series is configured:

  • Easyecom automatically generates a default system series
  • The default series is created after the first document is generated
  • Numbering starts from 1

Financial Year Handling

  • At the start of a new financial year:
    • The default series is generated when the first document of the new financial year is created.

Location Handling

  • The default series gets created in all existing locations separately.
  • If a new child location is created later:
    • A separate default series is generated for that location

Default Series Logic

When a default (system-generated) series is created, the document number is constructed using predefined components.

The default series prefix is generated based on:
  • Order Type
  • State Code
  • Warehouse Identifier
  • Financial Year

The numeric sequence is appended at the end and starts from 1.

Example format

<OrderType> <StateCode> <WarehouseNumber> <FinancialYear> - <Sequence>

Example

  • Order Type: C (e.g. C for B2C Invoice & B for B2B)
  • State Code: KA (KA for Karnataka)
  • Warehouse Number: 1 (Number auto assigned to each facility e.g. 1, 2, 3...and so on)
  • Financial Year: 2025–26
Generated document number:
CKA12526-1

Series Configuration

Navigation
Account Settings > Finance Settings > Click New Series Configuration


Click on Create Series

- Old B2B View


- New B2B View



Fill the Required Columns
  1. Select Series Type (Invoice, Credit Note or Return Challan)

  2. Select Financial Year

  3. Select Order Type

    1. Invoice
      1. B2C
      2. B2B
      3. STN
      4. Returnable Gatepass (RGP) (New B2B Only)
      5. Non Returnable Gatepass (NGP) (New B2B Only)
      6. RTV/Return to Vendor (New B2B Only)
    2. Credit Note
      1. B2C
      2. B2B
      3. STN
      4. Returnable Gatepass (RGP) (New B2B Only)
    3. Return Challan
      1. B2B
      2. STN

  4. Select Channel (applicable for B2C and B2B)

  5. Enter Series Prefix
    • Maximum 9 characters

  6. Enter Series Ending Number

    • Use this to specify the last document number already used in the series.
    • The system generates the next number in sequence.
    • Maximum Allowed length is 6 digits
    • If left blank, numbering starts from 1.

    7. Enter Description (Optional)

    8. Enable Auto-Continue Series if required
    1. When enabled, the same series continues automatically in the next financial year.
    2. No new series needs to be created for the new financial year.
    9. Click Add Series
    • The system shows a preview to indicate the maximum possible sequence within this limit
Example
  • Series Prefix: STN-2526-
  • Series Ending Number: 100
  • Maximum Possible number:999999
Result:
  • Next generated document number:
    STN-2526-101

  • Maximum Possible document number:
    STN-2526-999999
If Series Ending Number is not entered:
  • First generated document number:
    STN-2526-1

  10. Confirm by clicking I Agree and Proceed

Editing Rules

After a custom series is created:

Allowed

  • Add additional channels to the same custom series
  • Enable or disable Auto-Continue Series

Not Allowed

  • Unmap an existing channel
  • Map the same channel to another custom series

Series Selection Rule

  • If both a default series and a custom series exist, the system always uses the custom series.

Series History

  • The History tab shows the creation and update logs for custom series

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