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Change document and journal numbering

See how quotation, order, invoice, bill, payment and journal numbers are built, and where to change the prefix, format and starting number.

Settings & Administration 5 steps 0:50 video Administrator
Where to find it SettingsSales and Accounting tabs

Steps

  1. Open Settings and the Sales tab. Sales Document Numbering sets the numbers of quotations, proformas, sales orders and delivery notes.
  2. Each document has a Prefix, a Format such as {YYYY}/{MM}/{SEQ}, a Next Number and Padding (digits) - how many digits the number has. Padding 5 gives 00001.
  3. Sequence Reset decides whether the counter starts again every year: Never reset or Reset yearly.
  4. Invoices, bills and payments are numbered on the Accounting tab, under Accounting Document Numbering: each has a Prefix, Format, Next Number and Number Padding.
  5. Journal Entry Numbering has a common Format, a starting number and a Common Reset Rule: never, yearly or monthly.

Note

To change a value, type it and click Save Settings at the top of the page.

Important

Change a number format only before you start using it. Existing documents keep their numbers, and the numbering you choose is used by everybody in the company.

Note

The format codes are {YYYY} year, {YY} two-digit year, {MM} month, {DD} day and {SEQ} the running number.

What happens next

Require approval before documents are posted: Create an approval rule.

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