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 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, a length and the current running number, plus a format type. The available patterns include year-based (YY then an index), year-month and year-month-day forms, and plain numeric, alphabetic, alphanumeric, hexadecimal and random variants, so a number can encode the date or simply count.
Pre-assign or on post
A serial can be pre-assigned to a document while it is still a draft, or assigned only when the document is posted. Pre-assigning gives a draft a stable reference early; assigning on post keeps the sequence gap-free for documents that are actually finalised. The choice is per document type.
How it is used
Numbering is defined once per document type, across the full set, sales quotations through to payroll, and then every new document of that type 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 (year or year-month) where it helps filing and search.
- Pre-assign cautiously; assigning on post keeps sequences tidy for audit.
Related
- Reference: Document Templates
- Reference: Invoice (a numbered document)