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.

To create a Sequence number:

1. Access the Sequence numbers list.

   Settings > Business – Sequence numbers

2. Create a new sequence number.
3. Select the sales document type from the Entity list.
4. 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.
5. If you want to add additional text to your document number, fill out the Prefix.
6. Check the Preview.
   If the preview suits your needs, you can create the sequence number.
   The Description is helpful for distinguishing between sequence numbers, especially if you create multiple sequence numbers for each document type.
7. To further refine the sequence number, select Configure.
8. Customise the elements, separators, number format and length to suit your needs and update the configuration.
   This configuration applies to all sequence numbers for the chosen document type.
   Example

   Creating a sequence number for sales invoices that starts the document numbering in the following format: INV2025-197.
    
   Enter the following values:
    
   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.
    
   Update the configuration to return to the previous screen.
    
   Enter INV for the Prefix and 196 for the Last number used to start numbering the next invoice at 197.

9. Check the Preview and refine or create the sequence number.