How document numbering works

How document numbering works

Every invoice, bill, purchase order, receipt, and other financial document in Usystems is assigned a unique number. This number is critical—it appears on printed documents, in reports, and in customer communications. Usystems automates numbering to ensure no two documents ever receive the same code, preventing confusion and audit problems.

Why it matters

A document number is your permanent identifier. Once a customer receives an invoice with a specific number, changing it becomes a legal and accounting nightmare. Good numbering practices also help you organize documents chronologically, by type, and by location (if you run multiple warehouses or business units).

How it works in Usystems

When you create a new invoice, bill, or other financial document, Usystems automatically assigns the next number in sequence. The system remembers the last number used for each document type and increments it by one each time. You can also configure:

• A prefix (e.g., "INV-" or "2026-") so numbers read as INV-0001, INV-0002, or 2026-0001.
• Padding (also called "length")—the minimum number of digits. For example, if you set length 4, numbers will be 0001, 0002, 0010, not 1, 2, 10.
• Manual override for specific documents—if you need to assign a number by hand instead of auto-increment.
• Per-document-type rules—invoices might use prefix "INV-", bills use "B-", so they never collide.

Where you see it

• When creating documents: the number is filled in automatically and shown at the top of the form.
• Printed documents: the number appears prominently, often in the header.
• Reports and searches: you can filter and sort by document number.
• Accounting records: every journal entry is tied to the document number of its source (invoice, bill, etc.).

To manage document numbering settings, navigate to Settings → Business Config → Document Numbering Open in Usystems.