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Configuring Auto-Numbering Sequences

Ensure consistent and unique document numbering across your organisation by setting up auto-numbering sequences in Zudello. This guide explains how to configure prefixes, starting numbers, and padding for different document types.

Best practices​

  • Define a clear and consistent numbering convention for each document type.
  • Use meaningful prefixes (e.g., "PO-", "INV-", "REQ-") to easily identify document types.
  • Set a starting number high enough to avoid conflicts with existing manually numbered documents.
  • Choose appropriate padding to accommodate future document volume.
  • Communicate the auto-numbering system to users so they understand why number fields might be read-only.

Understanding Auto-Numbering​

Auto-numbering automatically assigns a sequential number to new documents when they are created or reach a specific status (depending on configuration). When enabled for a document type:

  • The document number field (e.g., document_number, po_number) becomes read-only for users.
  • Zudello assigns the next available number based on the configured sequence.
  • This ensures uniqueness and consistency, reducing manual errors.

Configuring Auto-Numbering​

Auto-numbering sequences are typically configured within the settings for each Document Type.

  1. Navigate to Settings via the company menu.
  2. Click Document Types in the left sidebar.
  3. Select the Document Type you want to configure auto-numbering for (e.g., Purchase Order, Requisition).
  4. Click Edit.
  5. Go to the Settings tab (or a similar configuration area for numbering).
  6. Locate the Auto Numbering section.
  7. Enable the auto-numbering feature (this might be a toggle or checkbox).
  8. Configure the sequence parameters:
    • Prefix: Enter any text you want to appear before the number (e.g., "PO-", "REQ2025-").
    • Starting Number: Enter the first number you want the sequence to use (e.g., 1000).
    • Padding: Specify the total minimum length of the number part, adding leading zeros if necessary (e.g., a padding of 6 with a starting number of 1 would generate "000001").
    • Suffix: (If available) Enter any text to appear after the number.
  9. Review the Next Number preview to ensure it looks correct.
  10. Click Update to save the changes.

Repeat these steps for each Document Type that requires automatic numbering.

User Experience​

When auto-numbering is enabled for a document type, users creating new documents of that type will find the document number field greyed out and non-editable. The number will be automatically assigned by Zudello based on the sequence you configured.

Need help?​

Contact your organisation administrator or Zudello support for assistance with configuring auto-numbering sequences.