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ConceptReviewed 2026-09-29

Numbers and series: documents, bookings, demands, payments and vouchers

How NirmaanOne numbers what it creates: generated documents, bookings, demands, demand runs, payments, payout runs and revenue runs take a prefix, the Indian financial year and a five-digit serial (BK-2026-27-00007), while vouchers are numbered on posting from their voucher type's prefix, padded counter and suffix.

Numbers and series: documents, bookings, demands, payments and vouchers

Every record that leaves the office with a number gets it from one of two schemes. Business documents (bookings, demands, payments, runs and generated letters) are numbered as a prefix, the Indian financial year and a five-digit serial, for example BK-2026-27-00007. Accounting vouchers are numbered when they are posted, from the settings of their voucher type in the books: a prefix, a zero-padded counter and an optional suffix, for example JV-0042.

How it works in NirmaanOne

The financial-year series

The financial year runs from 1 April to 31 March and is written as the two years it spans, "2026-27". The year in a number comes from the record's own date, not from today, except for generated documents which use the day they are generated. The serial is one more than the highest serial already used under the same prefix and year within the series' scope; it is five digits, and it never restarts inside a year.

Number Example Year taken from Scope
Booking BK- BK-2026-27-00007 the Booking date the organization
Demand DM- DM-2026-27-00012 the Demand date (given to the draft) the organization
Demand run DR- DR-2026-27-00003 the run's Demand date the organization
Receipt RCT- / payout PMT- RCT-2026-27-00041 the Payment date the set of books
Payout run PR- PR-2026-27-00002 the payment date, else the as-of date the organization
Revenue run RR- RR-2026-27-00012 the Period end the organization
Generated document <prefix>- DL-2026-27-00118 the day it is generated the organization, per prefix
Uploaded file UP- UP-2026-27-00002 the day it is uploaded the organization

A generated document's prefix comes from its template: the kind's default (Demand Letter DL, Termsheet TS, Offer Letter OL, Agreement AGR, Allotment Letter AL, Receipt RC, Cost Sheet CS, Other DOC) unless the template's Number prefix says otherwise (up to 10 letters and digits). The series belongs to the prefix, not to the template, so two templates that share a prefix share one running number, and a template given its own prefix gets its own series. The template editor states it: "numbers run <PREFIX>-<financial year>-nnnnn"; a preview is numbered "<PREFIX>-PREVIEW" and uses no serial.

Two bill references are built from these numbers rather than counted: a commission's bill in the partner's ledger is COMM-<booking no> (a second commission on the same booking COMM-<booking no>-2, and so on), and when a booking is cancelled, the credit note for each demand that had money received against it opens the bill CN-<demand no> for the paid part.

Voiding a document keeps its row and its number. Deleting the record that holds the highest serial (a Draft demand, a Pending payment, a never-sent document) leaves that serial free, and the next record in the series takes it; bookings cannot be deleted, so booking numbers are never reused.

Voucher numbers

A voucher has no number while it is a Draft. When it is posted it takes the next number of its voucher type in its books (Books, Voucher types): Prefix + the counter padded to Digits (4 by default) + Suffix. With Restart each fiscal year ticked (the default) the counter is one more than the highest number the type has already used in the fiscal year of the voucher date, and the first voucher of a new year gets 1; unticked, the voucher takes the type's Next number, which then moves on by one, so the series is continuous across years.

The eight seeded types and prefixes: Receipt RCP-, Payment PAY-, Journal JV-, Contra CON-, Sales INV-, Purchase PUR-, Credit Note CN-, Debit Note DN-. A demand's sales voucher is therefore INV-…, a commission accrual or a revenue-run journal JV-…, and a cleared receipt's voucher RCP-… Every set of books numbers its own vouchers.

Why

Numbers that carry the financial year make a document self-dating for auditors and for the buyer's income-tax records, and a serial that runs through the whole year gives each organization one continuous series per prefix. Vouchers are numbered on posting, not on saving, so that drafts that are cancelled never consume a number in the books.

Example

Sea Breeze Developers LLP, financial year 2026-27.

  1. A booking dated 28 March 2027 becomes BK-2026-27-00041, the forty-first of the year. The next one, dated 3 April 2027, starts the new year as BK-2027-28-00001.
  2. On 15 November 2026 the accountant drafts a demand dated the same day: it is DM-2026-27-00012 at once. Issuing it on 16 November posts a Sales voucher dated 15 November (the demand date), numbered from the Sales type: INV-, 4 digits, restarting each year, 41 sales vouchers already posted this year, so INV-0042. If the booking is later cancelled after part of this demand has been paid, the demand's credit note takes the next Credit Note number (say CN-0007) and opens the bill CN-DM-2026-27-00012 for the paid part.
  3. The buyer's cheque recorded on 30 November is RCT-2026-27-00041 in these books; when it clears the receipt voucher is RCP-0041. A payout to Skyline Realty Advisors on 5 December is PMT-2026-27-00006, its voucher PAY-0006, and the bill it settles is COMM-BK-2026-27-00007.
  4. The demand letter generated on 16 November from "Demand letter (standard)" (prefix DL) is DL-2026-27-00118. A second demand-letter template the office added with the default prefix would produce DL-2026-27-00119 next; had it been given the prefix DLC, its first letter would be DLC-2026-27-00001.
  5. The revenue run prepared for the period ending 31 March 2027 is RR-2026-27-00012; its journals are JV-… vouchers dated 31 March 2027.
  6. If the CA unticks Restart each fiscal year on the Journal type on 1 April 2027 with Next number 950, the first journal of 2027-28 is JV-0950, not JV-0001. Setting Suffix to "/27-28" on the Sales type would print INV-0001/27-28.

Where you see it

Related

  • Document templateScreen

    The template designer: write a template's wording with merge fields, set its letterhead, title and page layout, preview it against a real record, and publish, retire or restore its versions.

  • Document templatesScreen

    The list of your organization's document templates (demand letters, offer letters, termsheets, agreements, allotment letters, receipts, cost sheets), with filters and the actions to create, duplicate, open or delete one.

  • Generated documentsScreen

    The organization-wide log of every document generated from a template or uploaded against a record, where you preview, download, email, void or delete them.

  • BookingsScreen

    The list of every booking in your organization, with project, status and date filters and a search by booking number, applicant name or phone, to find a booking and open it.

  • Book <unit> for <name> (booking wizard)Screen

    The three-step wizard that turns an approved estimate into a booking: review exactly what was approved, add co-applicants and their shares, set the booking date and book the unit.

  • DemandsScreen

    Every demand raised in the chosen books, on bookings and on society members' offers, with filters for status, subject, project and dates, and the way into demand runs.

  • Demand runsScreen

    Every demand run of the chosen books, the dialog that previews and drafts a run billing everything due on a project, and the scheduled rules that create runs automatically.

  • PaymentsScreen

    Every receipt and payout of the chosen books, with filters and search, and the buttons to record a receipt, record a payout or open the payout runs, the RERA sweeps, the TDS credits and the escrow withdrawals.

  • Payout runsScreen

    Every payout run of the chosen books, the dialog that drafts a new run of member benefits, commissions or refunds, and the scheduled rules that draft runs automatically.

  • Revenue runsScreen

    The revenue runs (period closes) of the chosen books, the dialog that prepares a new draft run, and the scheduled rules that draft runs automatically.

  • Voucher typesScreen

    The voucher numbering series of a set of books, one per kind of voucher: add a series, or change its prefix, suffix, digits and whether it restarts each fiscal year.

  • VouchersScreen

    Every voucher in the chosen set of books (drafts, posted, reversed and cancelled), with filters and the menu to start a new voucher.

  • CommissionScreen

    One channel-partner commission: the partner, the brokerage with GST and TDS, the payouts against it, and the actions to edit, approve, cancel or delete it.

  • Fiscal yearsScreen

    The fiscal years of a set of books with their 12 monthly periods: lock or unlock a month, open the next year, and close or reopen a year at year end.

  • Document templates, published versions and letterheadsConcept

    A document template is an HTML letter with merge fields written for one record type; publishing it freezes a numbered version that generation uses while the draft stays editable, and a letterhead (the template's own, else the project's, else the organization's default) supplies the logo, header, footer and page layout around it.

  • Generated documents: offer letters, cost sheets, void and supersededConcept

    A generated document is a numbered, filed rendering of a published template against one record, kept with its merged text, template version and file; offer letters are generated when an offer is issued and supersede the earlier ones, cost sheets print an estimate for the buyer, and a void or superseded document keeps its number and shows a watermark saying what replaced it.

  • Booking: agreed total, applicants and sharesConcept

    A booking is the closed deal on one unit for one opportunity, made from the current Approved estimate: it fixes the agreed total, numbers itself by financial year, books the unit and parking, and names the primary applicant and the co-applicants with their ownership shares.

  • Demands, demand runs and the GST splitConcept

    A demand is the bill raised on a buyer's installments (or a member's offer charges): numbered by financial year, billing the full total with the buyer's expected 194-IA TDS shown apart, posted as a sales voucher with GST split as CGST + SGST or IGST by place of supply; a demand run raises one demand per buyer for everything due by a date.

  • Receipts and payouts: allocation, clearing and the UTRConcept

    A receipt is recorded as Pending and settles the payer's open demands by itself, oldest due first; a payout is allocated to commissions or member rows by hand. Both post their voucher only when cleared and can be bounced afterwards; the UTR is the bank's transfer reference, typed on NEFT-style payments and per payout when a payout run is cleared.

  • Channel partner commissionsConcept

    Brokerage owed to the channel partner who sourced a booking: accrued from the booking with a basis percent or a gross amount, GST and TDS under 194H, approved to post the accrual journal, and paid out singly or through a Commissions payout run.

  • Unit numbering patternsConcept

    When the Structure generator creates units in bulk, a pattern such as {floor}{seq:02d} builds every unit number from the floor, the unit's position on the floor and the tower name; a similar pattern names the floors.