Transaction Number Series

By default, Zoho Procurement automatically assigns numbers to transactions using a standard transaction series. For example, the first purchase order you create will be numbered PO-00001, followed by PO-00002, PO-00003, and so on. This default series is sufficient for many organizations with simple procurement workflows.

However, organizations with more structured procurement processes may need additional control over how their transactions are numbered. To support these needs, Zoho Procurement allows you to create Multiple Transaction Series in addition to the default one. Each transaction series can be configured with a unique prefix and starting number, making it easier to organize, identify, and audit procurement transactions.

Note: You can create transaction series for vendor payments, purchase orders, and vendor credits.

Once a transaction series is created, you can select the appropriate series while creating a transaction. The transaction number will then be generated automatically based on the selected series, without impacting your existing transactions or reports.

Let’s understand the Multiple Transaction Series better with the help of a scenario.

Scenario: Zylker Manufacturing operates from multiple locations across the United States, including California and Texas. Each location has its own procurement team that raises purchase orders for materials and services required for daily operations.

To clearly identify where a purchase order originates, Zylker configures separate transaction series for each location in Zoho Procurement. Purchase orders created by the California team follow a series such as CA-PO-00001, while those raised by the Texas team follow TX-PO-00001.

When creating a purchase order, procurement users select the appropriate transaction series based on their location. This makes it easier for finance and audit teams to trace purchase orders to the originating location and simplifies internal reviews and reporting.

Enable Multiple Transaction Series

To create numbering series for transaction other than the default one, you need to enable Multiple Transaction Series for your organization.

Warning: Once you enable Multiple Transaction Series, you cannot disable it.

To enable Multiple Transaction Series:

Go to Settings in the top right corner.
Click Transaction Number Series under Customization.
Slide the toggle next to Enable Multiple Transaction Series at the top.
Click Enable Multiple Transaction Series in the pop-up tp confirm your action.

Add Transaction Series

To create a numbering series of transactions:

Go to Settings in the top right corner.
Click Transaction Number Series under Customization.
Click + New Series in the top right corner.
Enter Series Name.
Enter the Prefix and the Starting Number for the required modules.
Click Save.

Apply Number Series to Transactions

To apply the transaction number series to transactions:

Go to the required module on the left sidebar.
Click + New in the top right corner.
Click the dropdown next to {Transaction#} and select the required series. For example, Purchase Order#.
Fill in the other required details.
Click Save.

Edit Transaction Series

To edit the transaction series in your organization:

Go to Settings in the top right corner.
Click Transaction Number Series under Customization.
Hover over the transaction number series and click the Dropdown icon.
Select Edit from the dropdown.
Make the necessary changes and click Save. Once you configure the transaction series, the new transactions you create will be numbered based on the updated changes.

Mark a Transaction Series as Default

If you use a transaction series regularly, you can mark it as the default series for transactions. Here’s how:

Go to Settings in the top right corner.
Click Transaction Number Series under Customization.
Hover over the transaction number series and click the Dropdown icon.
Select Mark as Default from the dropdown. The transaction series will be automatically applied to new transactions. A Star icon will be added next to the default series to help you identify it.

Delete Transaction Series

Note:

Once you delete a transaction series, users of your organization will not be able to use it when creating new transactions.
The transaction series information of the deleted transaction series will not be available.
You cannot delete the default transaction series.

To delete the transaction series in your organization:

Go to Settings in the top right corner.
Click Transaction Number Series under Customization.
Hover over the transaction number series and click the Dropdown icon.
Select Delete from the dropdown.