Getting Started - Setup Lists and Document Auto-Numbering

Getting Started - Setup Lists and Document Auto-Numbering

Auto-Numbering      

The Auto-Numbering feature in CustomBooks™ allows users to customize the numbering scheme for lists and documents, providing flexibility in organizing and tracking entries and documents. This ensures that each new object or document receives a unique identifier according to a predefined format, enhancing organization and traceability. This feature supports both numeric and alphanumeric sequences, allowing you to customize the numbering system to your specific needs.

To see the list of available Lists Types/Objects and Document Types that support Auto-Numbering feature, go to the main menu (Left Panel) Admin Panel > Auto-numbering. Below are all the available Lists and Document Types:

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



Setup Numbering Scheme

The default starting point for numbering is set to #999, meaning the system will assign #1000 to the next document created. This default setting can be customized to any number or a combination of alphanumeric characters. Depending on the list object or document type, it can be up to a maximum of 50 characters (go to the Auto-numbering List to see the Maximum Length for each type). If using alphanumeric characters, the last set of numbers will be the ones to increment.

In addition, the characters can be in any order. If a number is used anywhere in the scheme, it will be incremented each time you create a new document. Also, if the scheme consist of only letters, it will not change upon creating a new document, a number will be added in the end instead.

Examples:
  1. Set the numbering scheme to 5000, the next number will become 5001, 5002 and so on.
  2. If the scheme is set to SF-000-0999, the next document created will have a number of SF-000-1000.
  3. If you set the numbering scheme to "SF-001-IA", the system will increment the numeric part of the scheme, resulting in the next document number being "SF-002-IA", "SF-003-IA", etc.
  4. If you set only letters, a number will be added. "ABC" will become "ABC1", "ABC2", etc.

Valid numbering schemes can be:
  1. All Numeric (5, 5000, 500) characters.
  2. All Alpha (SF-WIY-CT) characters.
  3. A combination of Alphanumeric (SF-001-IA) characters.

Changing the Numbering Scheme

To change the numbering scheme, follow these steps:
  1. Go to Admin Panel > Auto-Numbering.
  2. Open (double-click) the Lists object or the Document type for which the numbering scheme will be applied.
  3. Enter the scheme of numbers or letters in the Number field.
  4. Save or Save and Close.


Helpful Tips: If you were previously using numbers and wish to continue from the last used number, enter the last document number from your old system. The system will automatically create the new new documents with the next number for you. For example, entering SF-756 will result with the next number being SF-757.

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