Personalising sales document numbers

You can effortlessly personalise the format of your sales document numbers to suit your specific needs.

To customize your sales document numbers, start by creating one or more Sequence numbers for each document type. These Sequence numbers act as templates for your document number layout.

When generating a sales document, simply select the appropriate sequence number from the Document prefix list to apply your personalized numbering format.

If you have multiple sequence numbers for sales invoices or credit notes, you can set up default options in the Sales and purchase settings.

Begin by defining the structure of the sequence numbers for a sales document entity. Once the structure is established, create one or more sequence numbers for that entity, all of which will follow this same structure.

To update a sequence number structure and, if necessary, add a new sequence number:

1. Access the Sequence numbers list.

   Settings > Business – Sequence numbers

2. Edit the line for the chosen sales document Entity and choose Edit sequence number structure.
3. Customise the elements, separators, number format and length to suit your needs and update the configuration.
4. Update the configuration and accept the confirmation message.
5. Edit the line for the chosen sales document Entity and choose Manage sequence numbers.
6. Create a new sequence number.
7. To add additional text to your document number, fill out the Prefix.
8. If necessary, add a Description for you sequence number.
   The Description is helpful for distinguishing between sequence numbers, especially if you create multiple sequence numbers for each document type.
9. Complete the mandatory fields.
   • Fiscal year: identifies for which fiscal year the number is used.
   • Last number used: the first number used by the sequence number is this value + 1.
     You can use this value if you prefer to start your numbering from a certain number.
10. Check the Preview.
    If the preview suits your needs, you can create the sequence number.
    Example

    Creating a sequence number for sales invoices that starts the document numbering in the following format: INV2025-197.
     
    Enter the following values when defining the sequence number structure:
     
    First element: select Prefix.
    First separator: select None.
    Second Element: select Fiscal year.
    Second separator: select Hyphen.
    Third element: select Number.
     
    Turn the autocomplete switch OFF to avoid leading zeroes.
      
    When adding a sequence number, enter INV for the Prefix and 196 for the Last number used to start numbering the next invoice at 197.