Document Numbers

What It Is?#

It can be important to have a system for referencing your documents that is both logical and consistent. This helps with organization, tracking, and avoiding confusion. Here’s how you can set up document reference prefixes:

1. Reference Prefix: This is the abbreviated or coded starting part of your document reference number that indicates the type of document it is. For instance, “Q2025” could be the prefix for all your “Customer Quotations.” It tells you at a glance what kind of document it relates to (in this case, a quote) and the year or period it pertains to (here, 2025).

2. Incremental Numbering: After the prefix, you’ll have a number that increments each time a new document is created. This ensures that every document has a unique reference number. For example:

   • The first quote of the year would be “Q2025-1.”
   • The second quote would be “Q2025-2,” and so on.

Here’s why this is useful:

• Organization: It allows you to sort and file documents easily, both manually and using software systems.
• Tracking: You can keep track of the number of quotes, invoices, or other documents issued over time.
• Clarity: It provides immediate context for anyone looking at the document, indicating its type and sequence.
• Professionalism: A well-structured reference system enhances your business’s professional image.

In essence, by establishing a clear prefix and incremental numbering system for your documents, you create an efficient way to manage your records, making it easier to reference past communications and maintain a high level of organization within your business operations.

How To Edit The Numbers?#

1. Goto the Settings page which is under the “Company” menu:

   

2. Click on the “Currency Setting” menu on the left.

   

3. Fill in the desired prefixes.

   

4. Click on the “Save” button to save your selection