To define a reference number syntax

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The unique identity of all core record entries and transactional postings that occur within Civica Cx Housing is managed through the allocation of system-generated reference numbers, the syntax of which is steered entirely by the end user. A reference number convention must exist for each core entity - an asset, a rent agreement, a repair works order, etc. - prior to the first and subsequent records or transactions being created. Through the definition of a robust and future-proof sequence generator, the resulting reference can be configured to mirror legacy data sets and integrate seamlessly with third party system protocols e.g. financial accounting packages. Furthermore, for those customers who operate a multi-company environment, separate numbering conventions can coexist for the same core entity. At the discretion of the end user, each reference number may comprise several key components that are used to standardise its structure. Prefix and suffix digits - a combination of characters and integers - can be appended to the main number; its length can also be controlled by the addition of leading zeroes, known as 'padding'. So, for instance, where an identity seed of '001' is specified in conjunction with a length of '5', the first number in the sequence would appear as '00001'. Of equal importance to the robust management and control of all reference numbers is their fundamental integrity and therefore, at the end user's discretion, it is possible to annotate the number with a check digit value, which is derived through the industry standard LUHN formula. Also referred to as Modulus 10, the LUHN formula is a simple algorithm used to create one or more digits from the original value, and therefore serves as an effective comparator to determine whether the original number has been compromised in any way - particularly important when the unique reference is being shared between interdependent systems.


The procedure to define a reference number syntax is as follows:

  1. Navigate to Quick Menu > System > Configuration > Reference Numbers. The Reference Numbers window is displayed.
  2. Click on New Reference 1. All fields are activated ready for data entry.
  3. Using the Reference Type drop-down field, select an appropriate module entity for which newly-created records will be tracked through the allocation of custom reference values i.e. Application Reference, Asset, Generic Form, Rent Account, Rent Agreement, Repairs Invoice, Repairs Works Order, etc.
  4. Using the Sub Type drop-down field, select the desired classification component within the module entity for which custom reference values will be generated, where applicable 2.
  5. Using the Company drop-down field, select the company for which this custom reference number syntax is relevant.
  6. Enter an alphanumeric Prefix for the reference numbers associated with this module entity i.e. to dictate a standardised set of digits to be inserted at the beginning of the reference value.
  7. Enter an alphanumeric Suffix for the reference numbers associated with this module entity i.e. to dictate a standardised set of digits to be appended at the end of the reference value.
  8. Enter a numeric Identity Seed to indicate the first value in the reference sequence, accommodating any number up to a maximum 64-bit integer value 3.
  9. Enter the overall Length of the reference number, excluding any prefix and suffix elements, defining the desired padding to be applied to the identity seed.
  10. Optionally, using the Check Digit Scheme drop-down field, select the algorithm used to detect any errors within the reference number syntax.
  11. Click on Save. The definition for the new reference number syntax is displayed in the alphabetical list, underneath the associated module entity heading.


Note

1 Upon first access, all fields are automatically activated ready for data entry; hence the New Reference button is inactive.

2 The range of sub types available for selection is automatically filtered based on the module entity in current focus; where no additional classification is relevant (e.g. for the generation of Asset reference numbers), the drop-down field will remain empty.

3 The number of digits included in the Identity Seed determines the initial character length of the reference number, excluding any prefix, suffix and padding elements.


See related topics...

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