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.
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.
- 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 .
- In the «document number» line, click {No.}.
- In the pattern, define the time when the number assignment must start afresh: never, every year, quarter, month or day.
- 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.
- 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.
- 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.
- Go to the section with the document, for example «Business/Invoices/Orders», and click .
- 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.
- 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.
- 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.