Every document is given a different number to track and identify records. As various companies have different ways of numbering their documents, here on Deskera Books, users are given the flexibility to classify their records based on their own numbering system.
To customize the document number, users can go to the Buy or Sell Modules. In the Quote, Invoice, Order, and Bill page, users are given three options to mark the document's number.
Firstly, you can choose from the default auto-numbering format in the system, which is marked as '0000000'.
Click on the drop-down arrow.
Choose the manual input to enter the number manually.
Secondly, users can choose to enter the document's number as they prefer manually. At the top right in the Quote, Invoice, Order and Bill page, click on the drop-down arrow under Auto-Numbering Format. Next, select the manual input to enter the document number manually. Once you have input the number manually, for every other document you have created, the document number won't be generated automatically.
Instead of entering the document's number manually, users can also opt for the auto-numbering format. Click on the 'Create new auto-numbering format,' and a dialogue box will appear on the right-hand side of the page.
Fill in the fields in the dialogue box.
Fill in the fields in the dialogue box: prefix, separator, the display digits, another separator, and suffix. You can input any alphanumeric value. The prefix field and the display digits field is mandatory and must be filled in before saving the new auto-numbering format. Tick on the checkbox if you wish to mark the auto-numbering format as default. Finally, click on the 'Save' button after you have done previewing.
The document's number is reflected in the Number column on the Invoice Page. All document numbers will be auto-populated for the subsequent creation of Quotes and Invoices.
To create Orders and Bills auto-numbering format, users will have to go through the steps mentioned from the top till bottom to assign numbers for each document in the Order and Bill page.
All the document's number created in the system can be edited and deleted from the system. Before saving the Quote, Invoice, Order, or Bill, click on the three horizontal dots next to the document's number you have created.
Click on the three horizontal dots before saving the document.
You can choose to edit the numbering format you have created previously and delete it from the system. Take note that you cannot remove the auto-numbering format that you have used in the records you have created with that format.
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