Numbering purchase orders: auto-codes, prefixes and manual codes

Every purchase order gets a unique code or number. You can let Usystems generate these automatically, or customize them with prefixes and manual numbering.

Numbering methods

Auto-numbering (default)

By default, each new PO gets an automatic code like PO-001, PO-002, etc. The system remembers the last number used and increments it each time. This ensures no two orders have the same code.

Custom prefix

You can change the prefix to suit your workflow:

• Navigate to Settings → Purchase Order Settings Open in Usystems (or the equivalent config page for document numbering)
• Look for the PO Prefix or Purchase Order Code Prefix field
• Enter your custom prefix (e.g., Q3- for "third quarter", or VENDOR-)
• From that point forward, new POs will use your prefix: Q3-001, Q3-002, etc.
• Previously created POs keep their old codes—the new prefix only applies to future orders

Manual codes

If you need to break from the automatic scheme, you can manually enter a code:

1. When creating a new PO, if a code field is editable (not auto-filled), click it
2. Type your custom code (e.g., EMERGENCY-001, LARGE-VENDOR-JUL, or any other pattern)
3. Make sure your code is unique—Usystems will alert you if it conflicts with an existing PO

Use manual codes sparingly—too many non-standard codes make the list harder to navigate.

Tips

• Consistency: Choose either all auto-numbers with a prefix, or all manual codes. Mixing makes it harder to search and sort
• Prefix ideas: Include the vendor, month, year, or department—whatever helps you find orders later
• Uniqueness: The system enforces unique codes, so you can't accidentally create two POs with the same number
• No special characters: Stick to letters, numbers, hyphens, and underscores in your codes