Fiscal Sequences
A Fiscal Sequence tells AdmCloud which numbering to use so your documents (invoices, credit notes, debit notes, and so on) have fiscal value before your country's tax authority. Each sequence combines an Emission Point with a document type and defines the prefix, the number of digits and the next number to assign, so AdmCloud generates each document's full number automatically and consecutively.
What it is and what it's for
Most countries require sales receipts and other fiscal documents to be numbered using an authorized sequence issued or recognized by the tax authority (for example, the NCF in the Dominican Republic). The Fiscal Sequences catalog is where you configure that numbering in AdmCloud, so every Invoice, Credit Note, Debit Note or other document automatically picks up the next available number when it's saved.
Each sequence is linked to an Emission Point (the branch, location or channel it's issued from) and to a Fiscal Sequence Type (the catalog that classifies the document: invoices, credit notes, debit notes, purchases, withholdings, remission guides, payments, and others, depending on what your country recognizes). This means a single Emission Point can have several active sequences at once, one for each document type it issues.
AdmCloud builds the next receipt's full number by concatenating the Prefix with the Next Number, zero-padded up to the number of Digits configured. For example, with prefix B01 and next number 35 (8 digits), the next receipt generated would be B0100000035. The detail screen for each sequence always shows this full number before it's used.
How to use it
- Open Fiscal Sequences and review the existing list: Emission Point, Fiscal Sequence Type, Prefix, Next Number, Last Number and Expiration Date.
- If you see a warning that some sequences have Not Indicated as their Next Number, open them and fill it in: without a Next Number greater than zero, that sequence can't be used to generate documents.
- Click New to create a sequence: pick the Fiscal Sequence Type and the Emission Point (if your company only has one Emission Point, AdmCloud preselects it automatically).
- Enter the Prefix, the number of Digits and the Next Number to generate. Also fill in, where it applies, the First Number, the Last Number, the Emission Date, the Expiration Date and the Resolution number your tax authority gave you.
- Turn on Send Mail to Admins when Running Out if you want AdmCloud to notify your administrators when the sequence is about to run out, and set Reminder when Missing to how many numbers of margin you want before that notice is sent.
- Save the record. To edit an existing sequence, open it from the list (Details screen) and use the Edit button.
Main capabilities
- Multiple active sequences at the same time, freely combining Emission Points and Fiscal Sequence Types.
- Automatic, live calculation of the next full number (CompleteNextNumber), shown on the detail screen along with the total number of characters it will have.
- A notice on the main list whenever there are sequences with no Next Number set, so you don't miss configuring them before issuing the first document.
- Optional email reminder to administrators when the available numbering is about to run out.
- Automatic filtering by subsidiary: if your company has subsidiaries enabled, you only see and can use sequences belonging to Emission Points of your active subsidiary.
Key fields
| Field | What it's for |
|---|---|
| Fiscal Sequence Type | The document type this sequence numbers (invoice, credit note, debit note, purchase, withholding, remission guide, payment, etc.), taken from your country's fiscal sequence type catalog. Required. |
| Emission Point | The branch, location or channel documents in this sequence are issued from. Required, and must belong to your subsidiary if subsidiaries are enabled. |
| Prefix | Text placed before the number, for example the document type's letter or a branch code. |
| Digits | How many numeric positions the receipt has; the Next Number is zero-padded on the left up to this length. |
| First Number | The first available number of the authorized range, as a reference for where the sequence started. |
| Next Number | The next number AdmCloud will assign when a new document is saved with this sequence. It must be greater than zero to be usable. |
| Last Number | The last available number of the authorized range, as a reference for where the sequence ends. |
| Emission Date | The date the tax authority issued or authorized this numbering. |
| Expiration Date | The deadline through which this numbering is valid. It's mandatory for certain document types in some countries (see validations below). |
| Resolution | The resolution or authorization number your tax authority gave you for this sequence. |
| Send Mail to Admins when Running Out | When turned on, AdmCloud sends an email when the sequence is about to run out. It reaches the users of every User Group that has the "Send email when fiscal sequences run out" option checked (including the administrators group, which must have it checked too). |
| Reminder when Missing | How many numbers must remain before the notice above is triggered. |
Validations when saving
- The Fiscal Sequence Type is required.
- The Emission Point is required and must belong to your active subsidiary if your company has subsidiaries enabled.
- The Next Number must be greater than zero. A sequence with Next Number at zero is flagged as "Not indicated" on the list and can't be used yet to generate documents.
- Dominican Republic: if the Fiscal Sequence Type is electronic (e-CF) and is not the Electronic Consumption Invoice (code 32) or the Electronic Credit Note (code 34), the Expiration Date is required, since the DGII requires reporting it for those types.
- A sequence that already generated documents or other dependent records can't be deleted; AdmCloud blocks the deletion in that case.
Availability and conditions
- This catalog is available on every AdmCloud plan; it doesn't depend on a specific edition or an additional Enterprise module.
- Viewing, creating, editing or deleting fiscal sequences requires the "Fiscal Sequences" permission on the user group, within the System Administration module.
- Filtering by subsidiary only applies when your company has subsidiaries enabled.
- The mandatory Expiration Date rule for electronic receipts only applies to companies configured for the Dominican Republic.
- You need at least one Emission Point registered before you can create a sequence.
Tips and common mistakes
Check the notice on the main list as soon as you open it. If it appears, it means some sequences have no Next Number set — fill them in before someone tries to invoice with them and gets an error.
Double-check the full number before issuing the first receipt on a new sequence: the detail screen shows you exactly how it will look (Prefix + Next Number zero-padded), including the total character count.
Can't delete a sequence? That usually means it already has documents or other records generated with it. In that case, the usual approach is to stop using it (for example by adjusting the Next Number or no longer selecting it on new documents) instead of trying to delete it.
An Emission Point can have several sequences, one for each document type it issues (for example, one for Invoices and another for Credit Notes). You don't need a separate Emission Point for every document type.