Document numbering

Every document carries a Doc No — the number your customer sees on the invoice. Numbers run in a financial-year series: a fresh year starts a fresh sequence, exactly as Indian practice expects. The same number may therefore exist in two different years, and that's correct.

Adjusting the series

Numbering is already on. Every document you record gets its next number in the financial-year series without you setting anything up — and the first number continues from where your documents already were, rather than starting again at 1.

1. 1

   Press F2 on the Doc No field

   On any transaction form, focus Doc No and press F2 to open Numbering settings.

2. 2

   Change how the series runs

   Choose whether numbers restart each financial year or carry on continuously, per document type, and set the running number if you want the next one to be a particular value. You can move the running number forward, but not back below the number it has already reached in that year — that could repeat a number a customer has already seen.

3. 3

   Bill as usual

   Leave Doc No blank to get the next number automatically — safe even when two operators bill at the same moment. Type a number to override deliberately.

How numbers display

Supplier bill number prefix and suffix

Many suppliers put the same fixed text on every bill number — PUR-/FY26/ in front, or /FY26 at the end. Under Administration → Setup → Account Setup you save that fixed text once for each supplier's account, and the Bill number box fills it in for you, so you type only the part that changes.

1. 1

   Pick the account

   Search the Account Directory by name, alias or group, and select the supplier.

2. 2

   Choose a pattern

   Under Pattern Type, choose Prefix (fixed text before the number), Suffix (fixed text after it), Both, or None.

3. 3

   Type the fixed text

   Fill in Prefix, Suffix or both. Current Preview shows how a bill number will look, with 12345 standing in for the part you type.

4. 4

   Save

   Choose Save Setup. Remove Setup takes the pattern off the account again.

On a Purchase, Purchase Order, Purchase Estimate or Purchase Return, choosing that account puts the fixed text into Bill number straight away. The cursor lands where your typing goes: after a prefix, just before a suffix, and between the two when you use both. If you then change the account, the part you typed stays and the fixed text changes to the new account's — or goes, if that account has none.