Document numbering and series

Go to Settings → Documents → Numbering. There is one scheme for each combination of company + document type + warehouse + series. You can leave the warehouse empty to make the scheme global for the company.

Step by step

If the company is just getting started, do not set up schemes one by one. Click Load defaults above the list. The button creates a scheme for every type that requires numbering and does not already have one, then reports the counts: Loaded: N numbering schemes (existing schemes skipped: …).

Create a scheme

1. Open Settings → Documents → Numbering. The list is called Numbering schemes.
2. Click + in the bar above the list (tooltip: “Add scheme”). The New numbering scheme drawer opens on the right.
3. Under Basics, select a Document type; the save button is disabled without it. Keep Warehouse set to Global (all warehouses) if the scheme should apply to the whole company. Fill in Series only if you want a separate counter.
4. Under Number pattern, enter a pattern in Template or click the chips in the Available variables card to insert a variable at the cursor.
5. Under Number components, fill in Prefix, Suffix, and Separator. If Prefix is empty, the document type code is used.
6. Under Counter settings, choose a Counter reset (Yearly, Monthly, Continuous) and Padding (min. digits).
7. Check the Preview card; it shows the pattern with today's date.
8. Under Options, leave Active on, set Gaps allowed and Manual number editing, then click Create.

Edit an existing scheme

1. Click the pencil icon in its row (tooltip: “Edit”). The Edit numbering scheme drawer opens.
2. Change the fields you need; they are the same as for a new scheme.
3. Under Preview, read Next number from database:. This is the number calculated by the server from the current counter, not just a preview of variable substitutions.
4. Click Save.

Pattern variables

Default pattern: PREFIX/YYYY/NNN. In the default configuration, invoices and corrections use a monthly pattern and counter; receipts use a counter padded to 6 digits.

Only NNN is substituted. The form preview may show other counter notations too, but in a real number they are inserted literally.

Counter reset

There are three options: Yearly, Monthly, and Continuous. A counter is maintained separately for each scheme and year, and also for each month when monthly reset is used.

When a number is assigned

The type has two options: assign a number when creating a draft or on approval.

In the default configuration, all 46 types assign a number on approval. That is why a draft has no number; this is expected.

Documents with Import or Sync origin are not assigned a number at all; they arrive with their own.

How the scheme is selected

The system looks for an active scheme for the company and type, with the requested series. For a document with a warehouse, it checks the warehouse-specific scheme first, then the global scheme.

Restrictions and refusals

• Numbers are assigned atomically under a counter lock; two documents approved in the same second will not receive the same number.
• If there is no scheme for a type that does not allow gaps in numbering, approval is rejected: no scheme was found, so the document cannot be approved without a number. A type that allows gaps can be approved without one. By default, only accounting documents disallow gaps: FS, KFS, FZ, KFZ, KPAR, FZK, KFZK, and RK. All others allow them.
• A manually entered number is accepted only if the type allows it. In the default configuration, no type does, so a manual number is ignored.
• A scheme that has already issued numbers cannot be deleted: Cannot delete numbering scheme — it has been used to assign numbers to {n} documents. You can deactivate it instead. The same applies if the counter itself has been used.

Series

An additional numbering division entered when creating a document. The form hint says: Document numbering series, e.g. A, B, WEB, EXP. Used for grouping and separate counters.