How to Use Running Number for Cheque ©

Overview:

Using running numbers for cheques helps businesses automate cheque number generation, ensuring consistency, accuracy, and easy tracking in payment transactions. In QNE AI Cloud Accounting, you can assign a unique sequence format for each bank account to generate cheque numbers automatically during payment voucher creation.

Scenario:

A business issues payments through two bank accounts: Public Bank and Maybank. They want to assign unique, automatically generated cheque numbers for each—such as BDO-000001 and MB-000001—instead of entering cheque numbers manually. The accountant can configure these sequences using the system’s running number feature.

Solution:

1. Create a Running Number for Cheques:

• Go to Company > Maintenance > Running Numbers.
  

   

  • Click Add.
    
  • Set the Type to Cheque Number.
  • Define the format:
    • For Public Bank: BDO-{n6}
    • For Maybank: MB-{n6}
  • Click Submit to save each format.
     

2. Assign the Cheque Running Number to Each Bank Account:

• Navigate to Chart of Accounts.
• Locate and click Edit on the Public bank account
  

   

  • Go to the Settings tab.
    • Toggle ON Use Auto Cheque Number.
    • Select BDO-{n6} as the running number format.
      
  • Repeat the same steps for Public bank, selecting MB-{n6} as the format.
    Sample Transaction:
    
    Note:

    You cannot edit the Cheque Number if this settings will be used not until Allow Edit will be toggle ON.

3. (Optional) Allow Manual Edits of Auto-Cheque Numbers:

• Toggle ON the Allow Edit option for either bank account if users need the ability to manually override auto-generated cheque numbers.
   

4. Click Save to apply the settings.

Application:

For example, your company regularly issues cheques using both Public Bank and Maybank. By assigning distinct running number formats:

• Cheques from Public Bank automatically follow the sequence: BDO-000001, BDO-000002, etc.
• Cheques from Maybank follow the sequence: MB-000001, MB-000002, etc.

This setup ensures that each bank’s cheque issuance is traceable, well-organized, and aligned with audit requirements—eliminating manual input errors and streamlining financial processes.