How to Set Reference Numbering Format (New Vers.)

Learn how to customize the reference numbering format for sales, purchases, expenses, and more. This feature allows you to define a structured numbering system to keep your documents organized and easy to track.

1. Click on Settings

2. Click on Sales

3. Click on Numbering Format

4. You can customize your reference numbering format for various documents, including: 

- Sales  

- Quotation  

- Sale Order  

- Credit Note  

- Debit Credit Note 

- Official Receipt  

- Cash Sales  

- Proforma Invoice 

{{YYYY}} = 4 digits year : {{2018}}

{{YY}} = 2 digits year : {{18}}

{{MM}} = Month : {{08}}

{{DD}} = Day : {{02}}

{{NUM4}} = 4 digits running number : {{0001}}

{{NUM3}} = 3 digits running number : {{001}}

{{NUM2}} = 2 digits running number : {{01}}

5. You can set it to start with "INV," "I," or any preferred letter, or you can choose not to add any letters at all.

(For example, if you set it to start with "INV" and choose "{{YYYY}}," it will automatically display the current year (e.g., 2021). Adding "{{DD}}" will include today's date, and "{{NUM4}}" will generate a four-digit number at the end.)

6. You can view the reference format on the right side.

7. Check 'Allow user to key in reference number manually' 

(If you disable it, the reference number will be exactly the same as what you set here. If you enable it, an input field will appear, allowing you to customize your reference number.)

8. You will see an input field to customize your invoice number. If you leave this field blank, the system will use the reference numbering format you have set.

9. The reference numbering will be displayed as follows:  

Sales Invoice: INV{{YYYY}}{{DD}}{{NUM4}}

10. To change the running number, go to Settings, select Sales, and click on Next Running Number

11. You can update the Running Number manually or click the refresh button to generate the latest running number

12. Enable the toggle to ensure the running number is generated based on the month and year

13. You can change the numbering format for Sales, Purchases, Expenses, Delivery Orders and Stock Transfer