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Set admission, challan and receipt numbers

Choose how new admission (GR), challan, receipt and voucher numbers are written in Qalamora: prefix, year, separator and number of digits.

2 min read

On this page

Qalamora gives every new student, challan, receipt and cash voucher a number automatically. On Settings > Numbers the owner decides how those numbers look, for example ADM-2026-0001 or R/26/00045.

Before you start

Decide on a format before the first admission or challan run. You can change it later, but numbers already given never change, so a change only affects new records.

Steps

  1. Open the numbering page. Go to Settings > Customize and click Numbers, or open Settings > Numbers directly.
  2. Pick the kind of number. The page has one block each for Admission (GR) number, Challan number, Receipt number and Voucher number.
  3. Set the prefix. Type letters in Prefix, for example ADM or R. Leave it empty for no prefix.
  4. Choose the year. In Year, pick 2026 (four digits), 26 (two digits) or No year.
  5. Choose the separator. In Separator, pick -, /, ., _ or None.
  6. Choose the counter digits. Counter digits sets how many digits the running number has, from 1 to 8. For example 4 digits gives 0001.
  7. Check the preview. Each block shows Next number: with the number the next record will get. It updates as you change the choices.
  8. Save. Click Save.

How the counter runs

Without a year in the number, the counter keeps running forever. With a year, it starts again from 1 each January. Cash voucher numbers keep their type (PV, RV, TV) inside the number whatever format you choose.

Important

If you already gave GR numbers on paper, add the existing students with their own numbers first (for example through the student import), and set the same format here. New GR numbers then continue after the highest existing number written in that format.

Tip

Many schools use a short prefix without a year for GR numbers, because a student keeps the same GR number for many years, and a year for challans and receipts, which are counted per year.

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