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Numbering sales receipts: auto-codes, prefixes and manual codes
Learn how Usystems assigns numbers to sales receipts and how to customize the numbering scheme.
11 يوليو 2026
Every sales receipt receives a unique number (code) for identification and audit purposes. Usystems offers flexible numbering to match your business needs.
Numbering schemes
| Scheme | How it works | Example | Best for |
|---|---|---|---|
| Auto-generated | The system assigns the next sequential number automatically when you create a receipt. No manual entry needed. | SR-00001, SR-00002, ... | Most businesses; quick and error-free. |
| With prefix | Auto-generated number with a custom prefix (typically 2–4 characters). Useful for distinguishing receipt types or locations. | SHOP-0001, SHOP-0002 or LOC2-0001, LOC2-0002 | Multi-location stores; product lines. |
| Manual code | You type in a custom code when creating the receipt. Full control, but risk of duplicates if not careful. | 2026-06-0001, JUNE-500, or any text | Special or historical numbering; integration with other systems. |
Auto-generated numbering details
- Starting point: Usystems begins at a configurable number (e.g., 1 or 100) and increments by 1 for each new confirmed receipt.
- Gaps in sequence: if you cancel receipts, the sequence may have gaps. This is normal and does not affect the integrity of your records.
- Prefix length: prefixes are typically 2–4 characters (e.g., "SR" for Sales Receipt, "SHOP" for a store location). Ask your admin if you need a different prefix.
- Padding: numbers are usually zero-padded to a fixed width (e.g., SR-00001 instead of SR-1) for consistency.
Manual numbering details
- When to use: if you inherit receipts from a paper system, another software, or have a legal/tax requirement for a specific format.
- Format flexibility: you can use any combination of letters and numbers (e.g., "JUNE-2026-001" or "2026/06/001").
- Duplicate prevention: Usystems warns you if a code already exists; you must choose a different one.
- Editing: once a receipt is confirmed, you typically cannot change its code. If you must, ask an admin.
How to check or change your numbering
To see the current numbering scheme: Go to Settings → Document Numbering or ask your admin which scheme is active. Open in Usystems
To customize the numbering:
- Contact your admin to adjust the prefix, starting number, or switch between auto and manual.
- Changes apply to new receipts only; existing receipts keep their original codes.
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