Set up document number assignment

Set up document number assignment

Each new Saby document gets an assigned number, which allows identifying and handling the document. The number is compiled according to a pattern.

By default, Saby uses a simple numbering pattern, containing digits only.

For example, a manager creates a contract. Saby assigns the serial number «100» to it. If an employee manually changes it to «№200», he next contract will automatically get «№201».

You can customize your number format for different types of documents.

Change the numbering pattern
Define additional settings

You can add a prefix to the pattern — the letter designation of the document. In this case, the numbering will not be continuous, but sequential relative to the previous number generated by the system.

For example, a manager creates a contract or it comes through integration. Saby assigns it the serial number «100CON» to it. The manager issues another contract — «№101CON». If an employee manually changes the number, for example to «№200CON», this will not affect the numbering in the section. The system will assign the next consecutive number to the document: «№102CON».

Customize the pattern.

  1. Go to the section with the documents for which you want to change the number format, for example, to the «Contracts» section. Open the operation settings window by clicking .
  2. In the «document number» line, click {No.}.
  3. In the pattern, define the time when the number assignment must start afresh: never, every year, quarter, month or day.
  4. To the document number, add:
    • day, month, or year from the document date;
    • {Our Organization code} — a short name of your organization. If there are several organizations, configure your own prefix for each of them.
  5. To assign a prefix to each type of document, click {Operation} and follow the «for the operation in the system» link. Next to the name in the list, enter its designation. For example, in order not to confuse a lease agreement with an agreement for hire.
  6. Save changes.

The pattern has been configured. The document number will consist of digits and a prefix.

For some documents, such as sales, you can define additional settings. You can choose the mode of number assignment to the documents of the parent and branch organizations: together or separately. You can also set up a numbering link for a sales and an invoice.

  1. Go to the section with the document, for example «Business/Invoices/Orders», and click .
  2. In the «Document number unique for» line of the «Number pattern» section, select:
    • «Our organization» — numbering is common for the parent organization and its branches;
    • «Branch office» — numbering is different for the parent organization and its branches.
  3. For warehouse documents, except for production documents, in the «Generated» line, select the document creation moment:
    • «automatically on save» — the number appears after saving the invoice or order, the document card opens faster. This parameter is set by default;
    • «automatically on create» — the document number is generated immediately upon invoice or order creation.

    The setting does not apply to linked document creation.

  4. In the «Numbering of accounts and sales» line, selec the numbering type:
    • «independent» — when creating a sales from the invoice, the document numbers do not match. Each type of document has a separate number;
    • «consecutive» — when you create a sales from the invoice, the document numbers match.

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