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POS Terminal Settings: number formats

How a POS terminal setting numbers its bills - the pending, receipt, refund, invoice, payment receipt and deposit numbers - each the default or a format of its own built from pieces (fixed text, terminal ID, outlet code, year, month, day) and a running number that starts again every day, month or year, or never.

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Every POS numbers its own bills. A POS terminal setting says what those numbers look like, one series per kind of paper. Each series is either the default, or Its own format: pieces you put in order, such as your own letters, the POS's code and the date, followed by a running number.

SeriesWhat it numbersDefault
Pending number (a bill not paid yet)A bill while it is open: on the bill slip, the kitchen ticket and the floor plan.SP-HQ-T01-000123
Receipt number (given when a bill is paid)The official number of a paid bill.HQ-T01-2610-000001
Refund numberA refund.RFHQ2610-000123, the outlet's standard numbering, shared by its POS
Invoice number (a bill on Pay later)A bill put on Pay later.INV-HQ-T01-2610-000001
Payment receipt number (a debt knocked off)A payment against a Pay later debt.PR-HQ-T01-2610-000001
Deposit numberA deposit taken.DP-HQ-T01-2610-000001

The samples are for POS T01 at outlet HQ in October 2026. When a bill gets its receipt number, at payment or when it is opened, is the outlet's choice. See Outlets: Numbering.

Before you start

  • You are an Administrator or a Manager.
  • A receipt number is a record your accounts and tax returns may rely on. Change a format on a clean day, such as the first of a month, and keep a note of why.

Open it

  1. In the menu, under MASTERS, click Outlet, then POS Terminal Settings.
  2. Click Edit on the setting's row. The Bill and receipt numbers box is on General.
  3. In the series to change, choose Its own format.

A format, part by part

A receipt number of its own: the pieces, the running number, and the number as it will print.
  1. The default: the series as every POS numbers it when the setting has no format of its own, with a sample.
  2. Its own format: opens the pieces. A series chosen for the first time starts from a sensible format: a receipt CS, a refund RF, then the terminal ID and the date, 4 digits, starting again every day; a pending number SP-, the outlet code and the terminal ID, 6 digits, never starting again; an invoice, payment receipt or deposit INV-, PR- or DP-, the outlet code, the terminal ID, the year and month, 6 digits, starting again every month.
  3. A fixed text piece: a small box you type in, up to 20 characters, such as CS or BAR. ◀ and ▶ move a piece left or right; ✕ removes it.
  4. A filled-in piece, in blue: Terminal ID (the POS's code, such as T01), Outlet code (such as HQ), Year (26), Year (2026), Month and Day. Each fills itself in when the number is given.
  5. Running number, in green: always last, after the pieces.
  6. Add:: adds a piece at the end: Fixed text (an empty box), - (a dash), or a filled-in piece.
  7. Running number digits: 3 to 12. 4 prints 0001.
  8. Starts again from 1: Every day, Every month, Every year, or Never — it keeps counting.
  9. Prints as: the number as POS T01 at outlet HQ would print it today. Under it, in red, what is wrong with the format, if anything (below).

The rules of a format

A format is refused, in red under it and again when you click Save, unless:

  • something comes before the running number, at most 40 characters;
  • fixed text holds no { or };
  • it has the Terminal ID: each POS numbers its own bills, and two POS with nothing to tell their numbers apart would print the same number;
  • the running number is 3 to 12 digits;
  • a number that starts again every day carries the year, month and day; every month, the year and month; every year, the year;
  • the whole number, with your longest POS and outlet codes, is at most 30 characters.

The invoice, payment receipt and deposit series must each be a series of their own: never the receipt numbers' format, and never one another's.

Give the bar tills their own receipt numbers

  1. Open the bar tills' setting with Edit. General is open.
  2. Under Receipt number (given when a bill is paid), choose Its own format. It starts as CS, the terminal ID, the date and 4 digits.
  3. Click the CS box and type BAR.
  4. Check Prints as, such as BART01-261023-0001.
  5. Click Save.

The POS that use the setting number by it from their next pull. A bill opened the old way keeps the number it was opened with. To start the running number at another number, use Numbers on the list. See Set the next number.

What if…