Configuring numbering per document type (prefix, length, manual codes)

Configuring numbering per document type (prefix, length, manual codes)

Before you start, you need permission to access business configuration settings. Only administrators can modify document numbering rules.

Steps

1. Go to Settings Open the main menu and choose Settings → Business Config Open in Usystems.

2. Select Document Numbering Look for the Document Numbering section. You'll see a list of all document types your business uses (invoices, bills, sales receipts, purchase orders, cash purchases, etc.).

3. Choose a document type to configure Click on the document type you want to customize (for example, "Invoice" or "Bill"). Each type has its own numbering configuration.

4. Set the prefix (optional) In the prefix field, enter any text you want to appear before the number. Common examples:

   • INV- for invoices (displays as INV-0001, INV-0002)
   • B- for bills (displays as B-0001, B-0002)
   • 2026- for year-based (displays as 2026-0001, 2026-0002)
   • Leave blank for numbers only (0001, 0002)

5. Set the length (digit padding) Enter the minimum number of digits. For example:

   • 4 produces 0001, 0010, 0100, 1000
   • 5 produces 00001, 00010, 00100
   • 6 produces 000001, 000010

6. Allow manual codes (optional) If you want users to be able to assign custom numbers instead of always using auto-increment, check the Allow manual override or similar option. This is useful for merging records from an old system or assigning numbers based on a special rule.

7. Save your changes Click Save or Apply. The new numbering rule takes effect on the next document created.

Tips & common mistakes

• Changing the prefix or length does NOT renumber old documents. Only new documents will use the updated format. Existing documents keep their original numbers.
• The sequence counter never resets. Even if you change the prefix, the number keeps incrementing from where it left off. For example, if your last invoice was INV-0050 and you change the prefix to "2026-INV-", the next one will be 2026-INV-0051, not 2026-INV-0001.
• Don't set the length too short. If you choose length 2 (00, 01, 02) and later create 100+ documents of that type, you'll run out of unique numbers. Choose a length you won't outgrow (usually 4–6 is safe).
• Manual override is disabled by default for safety. If you enable it, train your team to use it carefully—entering a duplicate number will cause an error.