Admin Tools: Auto-numbering

Admin Tools: Auto-numbering

Overview

The Auto-Numbering feature in the CustomBooks™ Admin Panel is designed to ensure consistency and traceability across your company data. It allows you to define unique identifier schemes for your documents (e.g. Invoices and Bills) and list objects (e.g. Items and Customers).

Whether you prefer simple numeric sequences or complex alphanumeric codes, this feature automates the assignment of IDs, preventing duplicates and keeping your records organized.


Supported Lists

The auto-numbering feature supports the following list objects/types:
  1. Item Characteristics (using Lots)
  2. Classes
  3. Companies (Customers and Vendors)
  4. Custom Data or Customer Fields
  5. Items
  6. Item Categories
  7. Locations/Warehouse
  8. Payment Terms
  9. Payment Methods
  10. Price Levels
  11. Projects/Jobs
  12. UoM Sets
  13. Expense Report Categories
  14. Product Conditions
  15. Report Packages
  16. Return Reasons
  17. Sales People
  18. Sales Tax Agencies
  19. Sales Tax Components
  20. Sales Tax Rates
  21. Shipping Carriers

Supported Documents

The following document types are supported by the auto-numbering feature:
  1. Sales Quote
  2. Bill
  3. Deposit
  4. Item Receipt
  5. Journal Entry
  6. Purchase Order
  7. Quote
  8. Sales Invoice
  9. Sales Order
  10. Credit Memo
  11. Purchase Return
  12. Cash Receipt
  13. Shipment
  14. Cash Sale
  15. Customer and Vendor Credit Memo/Return/Refund
  16. Time Tracking
  17. Bank Transfer
  18. Apply Customer/Vendor Credits
  19. Assembly Build
  20. Disassembly
  21. Bank Reconciliation
  22. Dropship Delivery
  23. Item Adjustment
  24. Lots Adjustment
  25. Serial Numbers Adjustment
  26. Warehouse Transfer
  27. Statement

How to Access Auto-Numbering

To view and configure your numbering schemes, navigate to:
  1. Admin Panel → Auto-numbering.


List View and Command Buttons

The Auto-numbering List View displays the Object Type / Document / List, the Last Number currently assigned, and the Maximum Length allowed for that ID. To help you manage this data, the command bar offers the following tools:
  1. Export list: Export the current list of numbering templates to PDF, Excel Sheet, or Word Document format.
  2. Columns: Customize your view by adding, removing, or reordering columns in the list view.
  3. Refresh: Update the list to ensure you are seeing the latest changes and current "Last Numbers".
  4. Settings: Configure custom views to organize the list using Filters, Sorting, and Conditional Appearance settings.


How Numbering Schemes Work

CustomBooks™ offers flexibility in how it handles automatic increments. You can set the "Last Number" used, and the system will automatically calculate the next one based on the format you provide.
  1. Numeric: If you enter a number, the system increments it by one.
  2. Alphanumeric: If you use a mix of letters and numbers, the system generally increments the numeric portion.
  3. Text Only: If you enter only letters, the system will append a number to the end of the text string for the next record.
  4. Custom Start Point: You can start your numbering from any point (e.g., to continue where a previous accounting system left off).
Examples of Numbering Behavior:
  1. Scheme set to 5000: The system generates the next number as 5001.
  2. Scheme set to SF-000-0999: The system generates the next number as SF-000-1000.
  3. Scheme set to SF-001-IA: The system generates SF-002-IA (increments the numeric part).
  4. Scheme set to ABC: The system generates ABC1 (appends a number to text).

Configuring a Numbering Scheme

To customize the sequence for a specific document or list:
  1. Navigate Admin Panel → Auto-numbering.
  2. Locate the Object type / Document / List you wish to change (e.g., "Sales Invoice" or "Item receipt"). Double-click to open the editing window.
  3. In the Last number field, enter the value of the last used number. Tip: If you want your next Invoice to be 1001, enter 1000 in this field.
  4. Click Save or Save and Close.


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