Getting Started - Setup Lists and Document Auto-Numbering

Getting Started - Setup Lists and Document Auto-Numbering

Overview

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/Object Types and Document Types that support the 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 lists/object types:
  1. Addressess/Contacts
  2. Item Characteristics (using Lots)
  3. Classes
  4. Companies (Customers and Vendors)
  5. Custom Data and Fields
  6. Expense report Categories
  7. Item Categories
  8. Items
  9. Locations/Warehouse
  10. Payment Methods
  11. Payment Terms
  12. Price Levels
  13. Product Conditions
  14. Projects/Jobs
  15. Report Packages
  16. Return Reasons
  17. Sales People
  18. Sales Tax Agencies
  19. Sales Tax Components
  20. Sales Tax Rates
  21. Shipping Carriers
  22. UoM Sets

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


Numbering Scheme Setup

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 consists 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 List or Document type for which the numbering scheme will be applied.
  3. Enter the scheme of numbers or letters in the Last Code / Last Number field.
  4. Save or Save and Close.


NotesHelpful 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 documents with the next number for you. For example, entering SF-756 will result in the next number being SF-757.

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