Numbering bills: auto-codes, prefixes and manual codes
Reference guide to bill numbering schemes: when Usystems assigns codes automatically versus when you enter them manually.
Overview
Bill numbering in Usystems uses a flexible system. You can let the system auto-assign bill numbers, apply a prefix to organize bills by category or department, or enter bill numbers manually. This reference explains each approach.
Auto-codes
When you create a new bill and leave the bill-number field empty, Usystems automatically assigns the next available number in sequence. The sequence typically starts at 1 and increments with each new bill.
| Feature | Behavior |
|---|---|
| What it is | Usystems generates a numeric code automatically: 1, 2, 3, etc. |
| When it is used | You do not enter a bill number and save the bill with an empty number field. |
| Pros | Simple; no duplicate codes possible; quick data entry. |
| Cons | The bill number may not match the vendor's invoice number, requiring a separate reference field to reconcile. |
Prefixes
A prefix is a text string prepended to the auto-assigned number, useful for organizing bills by vendor, department, or purchase category.
| Feature | Behavior |
|---|---|
| What it is | A customizable prefix (e.g., "BILL-", "VendorA-", "DEP001-") added before the auto-assigned number. Example: "BILL-0042" or "VendorA-0015". |
| How to set it | Configure the prefix in your company settings or when creating the bill. The prefix is defined at the system or bill-type level. |
| Pros | Easily identify bills by source or type; reduces confusion when multiple departments create bills. |
| Cons | Requires setup; changing a prefix does not renumber existing bills. |
Manual codes
You can enter a bill number manually that matches the vendor's invoice number or your own internal reference system.
| Feature | Behavior |
|---|---|
| What it is | You type the bill number directly into the number field. Example: you enter "INV-2026-07-0342" to match the vendor's invoice format. |
| When to use | You need bill numbers to correspond exactly to vendor invoices or a custom numbering scheme. |
| Pros | Full control; easy reconciliation against vendor statements; meaningful numbers reflect origin. |
| Cons | Risk of duplicate or inconsistent numbers if you type manually; requires discipline. |
| Validation | Usystems typically prevents duplicate bill numbers in the same system. If you try to create a bill with a number that already exists, you will receive an error. |
Best practices
- For vendor reconciliation: Use manual codes or add a reference field so you can store the vendor's invoice number separately.
- For internal organization: Use prefixes to distinguish bills by vendor or purchase type.
- Consistency: Once you choose a numbering scheme, stick with it to avoid confusion and gaps in your audit trail.
- Duplicate prevention: If you are unsure whether a bill number exists, search for it first using the search tool at Purchases → Bills → Open in Usystems.
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