Number Sequences

Number Sequences configure automatic numbering for documents throughout the system, ensuring consistent and unique identifiers for orders, invoices, and other records.

Overview

Number Sequences enable you to:

• Define numbering formats
• Set starting numbers
• Configure prefixes and suffixes
• Create date-based sequences
• Manage multiple sequences
• Prevent duplicates

Accessing Number Sequences

Navigate to Settings → Number Sequences from the main menu.

Sequence Overview

All Sequences

Number Sequences

Document Sequences:
┌────────────────────────────────────────────────────────────────┐
│ Document Type    │ Format           │ Next Number│ Last Used   │
├────────────────────────────────────────────────────────────────┤
│ Sales Order      │ SO-{YYYY}-{####} │ SO-2026-0892│ Jan 22     │
│ Invoice          │ INV-{YYYY}-{####}│ INV-2026-0756│ Jan 22    │
│ Quote            │ QT-{YYYY}-{####} │ QT-2026-0234│ Jan 21     │
│ Purchase Order   │ PO-{YYYY}-{####} │ PO-2026-0445│ Jan 22     │
│ Bill             │ BILL-{YYYY}-{###}│ BILL-2026-189│ Jan 22    │
│ Receipt          │ RCP-{YYYY}-{####}│ RCP-2026-0567│ Jan 22    │
│ Credit Note      │ CN-{YYYY}-{####} │ CN-2026-0089│ Jan 20     │
│ Shipment         │ SHP-{YYYY}-{####}│ SHP-2026-0678│ Jan 22    │
│ Customer         │ CUST-{#####}     │ CUST-12345  │ Jan 22     │
│ Vendor           │ VND-{#####}      │ VND-05678   │ Jan 21     │
│ Product          │ SKU-{######}     │ SKU-045678  │ Jan 22     │
└────────────────────────────────────────────────────────────────┘

[+ Add Sequence] [Reset Year Sequences]

Sequence Configuration

Edit Sequence

Configure Sequence: Sales Order

Sequence Details:
├─ Document Type: Sales Order
├─ Status: [Active ▼]
└─ Description: [Sales order numbering sequence]

Format Builder:
┌────────────────────────────────────────────────────────────────┐
│ Prefix: [SO-]                                                  │
│                                                                │
│ Components:                                                    │
│ ├─ [x] Year: {YYYY} → 2026                                    │
│ │   Format: ● 4-digit ○ 2-digit                               │
│ ├─ [ ] Month: {MM}                                            │
│ ├─ [-] Separator                                              │
│ └─ [x] Sequential: {####}                                     │
│     Padding: [4] digits (0001-9999)                           │
│                                                                │
│ Suffix: []                                                     │
│                                                                │
│ Preview: SO-2026-0892                                          │
└────────────────────────────────────────────────────────────────┘

Current Settings:
├─ Current Number: [892]
├─ Starting Number: [1]
├─ Increment: [1]
└─ Maximum: [9999]

Reset Options:
├─ [x] Reset annually (on January 1)
├─ [ ] Reset monthly
├─ [ ] Reset quarterly
└─ [ ] Never reset

[Preview] [Save Sequence]

Format Variables

Available Format Variables

Date Components:
├─ {YYYY} - 4-digit year (2026)
├─ {YY} - 2-digit year (26)
├─ {MM} - 2-digit month (01-12)
├─ {DD} - 2-digit day (01-31)
├─ {Q} - Quarter (1-4)
└─ {WW} - Week number (01-52)

Number Components:
├─ {#} - Single digit (1-9)
├─ {##} - 2 digits with padding (01-99)
├─ {###} - 3 digits (001-999)
├─ {####} - 4 digits (0001-9999)
├─ {#####} - 5 digits (00001-99999)
└─ {######} - 6 digits (000001-999999)

Special Components:
├─ {LOC} - Location code
├─ {USER} - User initials
└─ {CUST} - Customer code (where applicable)

Examples:
├─ INV-{YYYY}-{####} → INV-2026-0001
├─ PO{YY}{MM}-{###} → PO2601-001
├─ {LOC}-SO-{####} → NYC-SO-0001
└─ Q{Q}-{YYYY}-{###} → Q1-2026-001

Location-Based Sequences

Multi-Location Numbering

Location-Based Sequences

Enable location prefixes for documents:

Sales Orders by Location:
├─ Main Warehouse: WH-SO-{YYYY}-{####}
├─ NYC Store: NYC-SO-{YYYY}-{####}
├─ LA Store: LA-SO-{YYYY}-{####}
└─ Online: WEB-SO-{YYYY}-{####}

Configuration:
┌────────────────────────────────────────────────────────────────┐
│ Location         │ Prefix │ Next Number│ Separate Sequence     │
├────────────────────────────────────────────────────────────────┤
│ Main Warehouse   │ WH     │ 0892       │ [x]                   │
│ NYC Store        │ NYC    │ 0234       │ [x]                   │
│ LA Store         │ LA     │ 0156       │ [x]                   │
│ Online           │ WEB    │ 1234       │ [x]                   │
└────────────────────────────────────────────────────────────────┘

Options:
├─ [x] Use separate sequence per location
├─ [ ] Use single sequence with location prefix
└─ [ ] No location in sequence

[Save Location Sequences]

Fiscal Year Sequences

Year-End Processing

Fiscal Year Sequence Reset

Fiscal Year Start: [January 1 ▼]

Annual Reset Configuration:
├─ [x] Sales Orders - Reset to 1 on Jan 1
├─ [x] Invoices - Reset to 1 on Jan 1
├─ [x] Quotes - Reset to 1 on Jan 1
├─ [x] Purchase Orders - Reset to 1 on Jan 1
├─ [x] Bills - Reset to 1 on Jan 1
├─ [ ] Customers - Never reset (continuous)
├─ [ ] Vendors - Never reset (continuous)
└─ [ ] Products - Never reset (continuous)

Next Reset Date: January 1, 2027

Manual Reset:
⚠️ Use with caution - cannot be undone

[Reset Selected Sequences Now]

Gap Management

Sequence Gaps

Sequence Gap Report

Document: Invoices (INV-2026-xxxx)

Gap Analysis:
├─ Total Issued: 756
├─ Expected: 756
├─ Gaps Found: 3
└─ Missing Numbers: 0234, 0445, 0567

Gap Details:
┌────────────────────────────────────────────────────────────────┐
│ Number       │ Status  │ Reason          │ Date               │
├────────────────────────────────────────────────────────────────┤
│ INV-2026-0234│ Voided  │ Duplicate entry │ Jan 10, 2026       │
│ INV-2026-0445│ Voided  │ Customer cancel │ Jan 15, 2026       │
│ INV-2026-0567│ Reserved│ Pending approval│ Jan 20, 2026       │
└────────────────────────────────────────────────────────────────┘

Options:
├─ [ ] Allow gaps (audit trail preserved)
├─ [x] Document gaps with reason
└─ [ ] Recycle numbers (not recommended)

[Export Gap Report]

Reserved Numbers

Number Reservation

Reserved Numbers

Reserved for Future Use:
┌────────────────────────────────────────────────────────────────┐
│ Document     │ Reserved Number │ Reserved By │ Expires         │
├────────────────────────────────────────────────────────────────┤
│ Invoice      │ INV-2026-0757  │ John Smith  │ Jan 25, 2026    │
│ Invoice      │ INV-2026-0758  │ John Smith  │ Jan 25, 2026    │
│ Quote        │ QT-2026-0235   │ Sarah Jones │ Jan 30, 2026    │
│ PO           │ PO-2026-0446   │ Mike Wilson │ Jan 24, 2026    │
└────────────────────────────────────────────────────────────────┘

Reservation Settings:
├─ [x] Allow number reservation
├─ Maximum reservation: [10] numbers
├─ Reservation expires: [7] days
└─ [x] Release expired automatically

[+ Reserve Number] [Release Selected]

Sequence History

Audit Trail

Sequence History: Invoices

Recent Activity:
┌────────────────────────────────────────────────────────────────┐
│ Number        │ Action   │ User        │ Date       │ Time    │
├────────────────────────────────────────────────────────────────┤
│ INV-2026-0756│ Created  │ John Smith  │ Jan 22     │ 3:45 PM │
│ INV-2026-0755│ Created  │ System      │ Jan 22     │ 2:30 PM │
│ INV-2026-0754│ Created  │ Sarah Jones │ Jan 22     │ 1:15 PM │
│ INV-2026-0753│ Voided   │ Mike Wilson │ Jan 22     │ 11:00 AM│
│ INV-2026-0753│ Created  │ Mike Wilson │ Jan 22     │ 10:45 AM│
└────────────────────────────────────────────────────────────────┘

Statistics:
├─ Numbers used today: 12
├─ Numbers voided: 1
├─ Average per day: 25
└─ Projected year-end: ~9,125

[Export History] [View Full Log]

Best Practices

Format Design

• Use meaningful prefixes
• Include year for tracking
• Allow sufficient digits
• Keep formats consistent

Management

• Plan for growth
• Document gaps
• Reset annually if needed
• Audit periodically

Compliance

• Maintain audit trail
• Don't reuse numbers
• Document voids
• Keep history

Troubleshooting

Common Issues

Duplicate number error

• Check for conflicts
• Verify sequence settings
• Review concurrent users
• Check location settings

Sequence not incrementing

• Verify sequence active
• Check permissions
• Review error logs
• Reset if stuck

Wrong format applied

• Check document type
• Verify location settings
• Review sequence rules
• Update configuration

Related Documentation

Learn about System Preferences for other system-wide settings.