Allowing manual codes and sequence rules
Reference for manual code configuration options and when to use each.
Jul 11, 2026
Allowing manual codes and sequence rules
When you enable "Allow manual override" (or "Allow custom codes") on a document type, users can optionally assign their own document number instead of using the auto-increment sequence. This section explains the configuration options and rules.
Configuration Options
| Field | Purpose | Example |
|---|---|---|
| Allow manual override | Checkbox to enable or disable manual code entry on documents of this type. | Check to let users type custom numbers; uncheck to force auto-increment only. |
| Require sequential numbers | If enabled, manual codes must follow the configured sequence (prefix + padding). If disabled, users can enter any text. | If set to "require sequential" with prefix "INV-" and length 4, only INV-0001, INV-0002 are valid, not INV-ABC. |
| Auto-fill if blank | Whether the system auto-assigns a number if the user leaves the code field empty. | Enabled: blank → system assigns next number. Disabled: blank → error, user must choose. |
| Next sequence value | Internal counter showing what number will be assigned next. | If set to 50, the next auto-assigned code is 50 (or INV-0050 with prefix/padding). |
When to use manual codes
Enable manual codes when:
- You are importing historical documents from an old system and must preserve their original numbers.
- Your business has multiple numbering schemes (branches, locations, or special order types) that don't fit the single prefix model.
- You want flexibility for edge cases (e.g., special invoices that follow a different numbering convention).
Keep manual codes disabled (force auto-increment) when:
- You want strict compliance and zero risk of duplicate or out-of-sequence numbers.
- Your team is not trained to carefully assign custom numbers.
- You are starting fresh with no legacy data.
How Usystems handles manual codes
- If manual code is provided: The system uses the user-entered number and does not increment the counter.
- If the field is blank and auto-fill is enabled: The system assigns the next number from the sequence counter and increments it.
- If the field is blank and auto-fill is disabled: The system returns an error and asks the user to provide a code.
- If a duplicate code is entered: The system rejects it and shows an error. No two documents can have the same code.
- Sequence counter update: If a manual code is higher than the current counter, the counter is updated to avoid future duplicates. For example, if the counter is at 100 and a user manually enters INV-0150, the counter advances to 151.
Sequence rules in detail
Format and validation:
- Prefix + number: If "Require sequential" is on, the system validates that the manual code follows the configured prefix and length rules. For example, with prefix "INV-" and length 4, valid codes are INV-0001, INV-0010, INV-1000 (but not inv-0001 or INV-1).
- Case sensitivity: Prefixes and code entry may be case-sensitive depending on your configuration. Ask your system administrator if unsure.
Counter advancement:
- The system tracks the highest number ever used for each document type (whether auto-assigned or manually entered).
- When you enable manual codes and allow out-of-sequence entries, the counter may skip numbers. For example, if you auto-create INV-0001, INV-0002, then manually enter INV-0010, the counter will next auto-assign INV-0011 (not INV-0003).
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