Document number sequence is necessary for organized record-keeping, easy tracking, and unique identification of your accounting documents.
To set a number sequence for a particular document type (i.e. invoice, quotation, etc.), you must first create that particular document with the first number of your desired number sequence.
For example, I want my Invoice number series to be IN001, IN002, IN003…
Hence I will create an invoice with the invoice number IN001 as shown below:
Once you save this invoice, the system will automatically set it as a default number sequence for all your future invoices. So next time you create an invoice, it will automatically get numbered as IN002; and the invoice after that will get numbered as IN003, and so on.
That’s it then! Your new number sequence is good to go!
In case you want to change the number sequence again, you can follow the same steps as shown above.
However, if you want to reset the number sequence after the end of a financial year, you can read this help article>
Important things to note while setting the document number sequence:
Refrens marks the next document by increasing the last character by 1, followed by the the second last digit. Therefore, if
The system will set the next document number by increasing the last digit of the previous document number/letter by 1. Keep this in mind while setting up the number sequence to avoid any errors. Here are some examples on how this works:
Your document number ends with a financial year, i.e. IN078-2024, it will automatically mark the new invoice as IN078-2025. You can change the order to avoid errors. Eg. IN2024-078
Similarly, if your document number ends with an alphabet, eg. IN002A, your next invoice will automatically be numbered IN002B. And once the alphabet series is over, it’ll start a new series with the next number. Eg. Say your last invoice was numbered IN002Z, the next invoice will be marked as IN003A
If your number sequence goes like IN002AA, IN002AB… IN002AZ, it will mark the next invoice number as IN002BA.