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 document numbering format in the system, which is marked as '0000000'.
Secondly, users can choose to enter the document's number manually as well. Once you have input the number manually, for every other document you have created, the document number won't be generated automatically.
Instead of using the default document numbering, users can also customize their own document number. To start, click on the 'Customize Number Format' on the right-hand side of the page. This will open a box, where you can set the new document number format based on your liking.
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.
Tick on the checkbox if you wish to mark it as default numbering. Finally, click on the 'Save' button after you have done previewing the format.
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 document number, 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.
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 document numbering if you have already used the format in some of the documents you have created.
Indicating the document numbering during Contact/Product Creation
Deskera Books users can create a new document number when they are creating a new contact or a product. Follow the steps as mentioned below:
1. Go to the Contact/Product Module on the sidebar menu.
2. This will open the dialog box.
3. Under the Contact Details, click on the auto-numbering format: choose from manual input, the default contact numbering, or create a new auto-numbering format.
4. If you select the 'Create New Auto-Numbering' button, a dialog box will open at the right-hand side of the page.
5. Fill in the prefix, separator, display digits, and suffix. Tick the checkbox, if you wish to set it as default numbering in the Contact Module.
6. Click on the Save button.