How to use Different Bank Different Running Number ©

Created by QNE Software Sdn bhd, Modified on Wed, 18 Jun at 10:41 AM by QNE Software Sdn bhd

Overview:

In QNE AI Cloud Accounting, you can assign unique running number formats to each bank account for better tracking and control of transaction documents, such as payment vouchers and receipt vouchers. This setup is useful when managing multiple banks, as it ensures that each bank follows its sequence, making reconciliation and audit processes more efficient.

Scenario:

A company handles transactions across three banks: Public Bank, Maybank, or UOB Bank. Without bank-specific running numbers, all receipts and payments follow a global numbering sequence, making it harder to identify the source bank. To avoid confusion and maintain an organized document trail, you want transactions from each bank to follow a distinct running number format (e.g., BDO-PV2406/001 for Public Bank, and MB-PV2406/001 for Maybank).

Solution:

1.Create a Custom Running Number Format for the Bank:

Go to Company > Maintenance > Running Number.
Click Add and choose Payment Voucher as the type.
Set a custom format (e.g., BDO-PV{yy}{mm}/{n3}) to reflect the bank.
Click Submit to save the format.

2. Assign the Running Number Format to the Specific Bank:

Go to the Chart of Accounts and select the specific bank account (e.g., Public Bank).
Click Edit, then go to the Settings tab.
Toggle ON the option "Use Own Payment Voucher".
From the dropdown, select the newly created running number format (e.g., BDO-PV{yy}{mm}/{n3}).
Click Save to apply.

Note:

Use Own Receipt Voucher: If toggled ON, users can select a running number for Receipt Voucher and Receive Payment transactions, activating a dropdown for available numbering options.
Use Own Payment Voucher: If toggled ON, users can select a running number for Payment Voucher and Pay Bills transactions, activating a dropdown for available numbering options.

3. Verify the Configuration in a Transaction:

Create a Payment Voucher.
Select the bank (e.g., Public Bank).

The Running Number will automatically reflect the assigned running number format.

Note: Same goes with the Use Own Receipt Voucher toggle

Application

A company processes supplier payments using separate bank accounts. By configuring unique running number formats for each bank, they achieve:

Clear identification of which bank was used per transaction.
Organized and separated cheque/payment trails.
Simplified bank reconciliations.

For instance, transactions through Public Bank will show running numbers like BDO-PV2406/001, while those through MayBank will appear as MB-PV2406/001, ensuring clarity and control across financial operations.