Settings explained: Document coding
Configure automatic numbering prefixes and formats for each document type.
Jul 11, 2026
Document coding settings
The Document coding tab lets you control how each document type (invoices, bills, receipts, orders, etc.) is automatically numbered. You can set prefixes, padding, and starting numbers to match your organization's conventions.
Fields explained
| Field | Purpose | Example |
|---|---|---|
| Document type | The kind of document being configured | Invoice, Bill, Purchase Order, etc. |
| Prefix | Text prepended to the document number | INV-, BL-, PO-, SO-, RCPT- |
| Padding/Length | Minimum number of digits in the numeric part | 4 (yields INV-0001, INV-0002) |
| Starting number | The first number to use when numbering begins or resets | 1 or 1000 |
| Current number | The last assigned number (read-only, updates automatically) | 1247 |
| Reset button | Option to reset the counter back to the starting number | (Caution: may create duplicates) |
| Manual override allowed | If enabled, users can manually enter a document number instead of accepting auto-increment | On/Off |
| Format preview | Shows how a document number will appear with your current settings | INV-0001 |
What this controls
- Number format consistency — all invoices use the same prefix and length, making them easy to identify and sort.
- Multi-document-type organization — invoices, bills, and receipts can all use different prefixes so they never collide.
- Audit trail — sequential numbering makes it easier to detect missing or duplicate documents.
- Integration compatibility — some external systems require specific formats (e.g., a vendor portal that expects "INV-" prefix).
- Manual override flexibility — for special cases or corrections, you can assign a specific number by hand.
Common configurations
| Document Type | Prefix | Length | Example |
|---|---|---|---|
| Invoice | INV- | 4 | INV-0001 |
| Bill | BL- | 4 | BL-0001 |
| Receipt | RCP- | 4 | RCP-0001 |
| Purchase Order | PO- | 4 | PO-0001 |
| Sales Order | SO- | 4 | SO-0001 |
| Credit Memo | CM- | 4 | CM-0001 |
| Refund | RF- | 4 | RF-0001 |
Tips
- Do not reset the counter unless you're absolutely certain no documents with higher numbers exist. Resetting can create duplicate numbers.
- Choose prefixes that are short and meaningful — they appear on printed documents, so keep them professional.
- Length 4 is standard (0001–9999, enough for ~10,000 documents). Use length 5 or 6 for high-volume businesses.
- Avoid special characters — stick to letters, numbers, and hyphens so the numbers work in all systems.
- Once you set these values, document numbers are permanent — changing prefix later does not renumber old documents.
To access these settings, go to Settings → Document Coding Open in Usystems.
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