Edit organisation number sequences

automatically generates numbers for new jobs A job is the overall project that you or your organisation works on for a client. , invoices, purchase orders and quotes. In each case, the number generated is based on a prefix, and starting number value that you can change if required.

You can also control whether the job number is generated automatically (or if you need to enter your own job numbers) for each new job.

Make sure that you review and, if necessary, change your organisation's numbering sequences before importing data into from other systems.

Working with numbering sequences

• Changing the numbering sequence
  1. On the toolbar click the Settings icon.
  2. In the General Settings tab, Organisation Settings section, click the Edit Number Sequences button.
  3. On the Edit Number Sequences dialog, specify the Prefix, Pad (left) length, and Next Number that will be used for the next job, invoice, purchase order or quote, as required.

     The Pad (left) length specifies the maximum length of the number, padded with zeros from the left.

  4. Save your changes.

• Using your own job numbers
  1. On the toolbar click the Settings icon.
  2. In the General Settings tab, Organisation Settings section, click the Edit Number Sequences button.
  3. On the Edit Number Sequences dialog, select the Allocate Manually checkbox. You will now have to enter a new number each time you start a new job.
  4. Save your changes.

• Managing the numbering sequence used when importing data
  1. On the toolbar click the Settings icon.
  2. In the General Settings tab, Organisation Settings section, click the Edit Number Sequences button.
  3. On the Number Sequences dialog, identify the Prefix, Pad (left) length, and Next Number that will be used for the next job, invoice, purchase order, or quote. For example, if the job Prefix is shown as J, the Pad (left) length is 6 (the total number of digits in the job number, including leading zeros), and the Next Number is shown as 86, set up your job import spreadsheet so that the first job number it contains has the job number J000086.
  4. Save your changes.

     After completing the import, you need to update the sequence number to ensure that the next job number (in this case) will follow on from the last item imported. For example, if the last job number in your spreadsheet was J000192, you would set the Next Number for jobs to 193.