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Numbering series

Prefixes and sequences per document, per branch, per year.

Every document type takes its number from a series at the moment it is created. Getting the format right at the start saves reissuing documents later, because a number that has been given to a customer should not change.

Steps

  1. Go to Settings → Numbering.
  2. Pick the document type — quotation, sales order, invoice, credit note, purchase order and so on.
  3. Set the prefix, for example INV- or INV/25-26/.
  4. Set the starting number and how many digits to pad to.
  5. Choose whether the series resets each financial year.
  6. If you have more than one branch, add a series per branch.
  7. Save.

Numbers are taken when the document is created, not when it is saved. That is what prevents two people ending up with the same invoice number, and it means a cancelled draft leaves a gap. A gap is normal and defensible; a duplicate is not.

Common formats

  • INV-0001 — simple, resets yearly.
  • INV/25-26/0001 — carries the financial year, which auditors like.
  • PUN/INV/0001 — carries the branch.
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