Transaction Number Series

In Zoho Commerce, each transaction, such as a Sales Order or Invoice is assigned a unique number using a default numbering series. For example, the first Sales Order might be numbered SO-00001, followed by SO-00002, and so on.

To organize transactions better, especially across multiple sales channels or store locations, Zoho Commerce allows you to create custom transaction number series. This is especially useful for identifying orders based on their origin or for complying with tax regulations like GST.

Scenario: Brandon runs a chain of online grocery stores through Zoho Commerce, catering to customers across different Indian states. To streamline order management and make it easier to track sales by location, he configures custom transaction prefixes for each regional store. For instance: Orders from his Chennai store use the prefix CHN (e.g., CHN-00001). Orders from his Maharashtra store use the prefix MAH (e.g., MAH-00001). By customising the transaction number series in this way, Raj ensures that each order is easily traceable to its source store, helping with inventory, reporting, and GST compliance.

Add a Transaction Series:

If you prefer not to use the default numbering system, you can set up a custom transaction series for each online store. Here’s how to do it:

Click Settings in the top right corner.
Go to Transaction Number Series under Preferences.
Click + New.
Enter a Series Name.
Select the stores you want this series to apply to.
Enter a Prefix (e.g., CHN, MAH, etc.).
Set the Starting Number.
Click Save.

Insight: If you manage multiple GSTINs, make sure to use unique transaction series for each one to stay compliant with regulatory requirements.

Delete a Transaction Series:

To remove a custom transaction series:

Click the gear icon in the top right corner of the Zoho Commerce dashboard.
Go to Transaction Number Series.
Hover over the transaction series you want to delete.
Click the down arrow icon.
Select Delete.