Document Numbering

Last updated: August 21, 2026

Document numbering sets the serial format for each kind of document: the prefix, the sequence and the pattern that turn a new invoice or order into a recognisable, ordered reference. It is how your documents get consistent, meaningful numbers automatically.

What you will learn
  • What a numbering format controls
  • The format types available
  • When a number is assigned

How it behaves

The format

Each document type has its own serial, defined by a prefix, a separator, an index length (how many digits the running number pads to) and the current running index, plus a format type. Nine format types are available: three date-based (Year Index, Year Month Index, Year Month Date Index), a plain Number Increment, Hexadecimal, Alphabet and Alphanumerical increments, and two non-sequential forms, Random Numbers and Random Alphanumerical, for when the reference deliberately should not reveal volume or order.

Pre-assign or on post

For the transactional document types that support it (invoices, orders, bills, journal entries and the rest of what gets posted), a serial can be pre-assigned while the document is still a draft, or assigned only when it is posted. Pre-assigning gives a draft a stable reference early; assigning on post keeps the sequence gap-free for documents that are finalised. Master-data record types (a Director, a Location, a Ledger) are numbered too but do not carry this choice at all, since there is no draft state to pre-assign against.

How it is used

Numbering is defined once per document type, and the set is wider than the trading documents most people think of first: organisation records, finance and tax setup, fixed assets, payroll and every other numbered entity in the system each get their own independent row. Every new record of that type then takes its next number automatically, so references stay ordered and unique without anyone tracking a counter.

Edge cases and good practice

  • Encode the date in the format (a Year Index or Year Month Index variant) where it helps filing and search.
  • Pre-assign cautiously; assigning on post keeps sequences tidy for audit.
  • Reach for a Random format only where hiding volume or order matters enough to be worth it, it trades away the readability a sequential index gives you for free.

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