Financial document series and numbering

Where to find numbering and series settings

Numbering in the Hanna system is managed based on the document type. You can find the series for invoices, credit notes, and proforma invoices under Settings → Sales in the corresponding tab. Series for general documents are located under Settings → Documents, while warehouse sequences are under Settings → Warehouse.

Contract numbering is defined within the contract type, whereas numbers for cash receipts and cash payments are set in separate tabs within the Sales settings. Transport document numbers and internal warehouse document numbers follow separate sequences.

Before changing a setting, make sure to select the correct document type and organization. Note down the current prefix, the next number, the format, and the last used document number. This allows you to verify that the new sequence continues exactly where you intended.

Modify numbering settings with administrator privileges, and verify the document type, organization, and last used number before saving. This applies to all functions described in this article.

Invoice, credit note, proforma invoice, and order series

Go to Settings → Sales and select the tab for the desired document type. Enter the prefix and the next number in the series table. If you use multiple organizations, select the appropriate organization; this column may not be visible in a single-organization account. If you want Hanna to suggest this series first, mark it as the default.

First, confirm the new row using the checkmark button, then save the entire settings page. Create specific series for each organization. The same prefix text can have separate counters across different organizations.

Invoices, Proforma Invoices, Credit Notes, and Opportunities are numbered using separate sequences. Changing a series of one type does not affect the numbers of other types. After saving, open the new document form and verify the suggested organization, series, and number.

Default series, organization, and next number

The default series is the one Hanna suggests first for a new document of the selected type. In a multi-organization environment, mark the default series separately for each organization. If the document's organization is changed, the series belonging to that organization should be suggested.

Enter the upcoming, unused number in the Next number field. For example, if the last document is SF000125, the next number should usually be 126. You do not need to enter leading zeros if the number of digits is controlled by a separate setting.

If the entered number is already in use, Hanna can select the first available number following the existing documents. After making the change, create a test document and verify its number in the list and the PDF.

Number format and digit count

In the general sales settings, the Number of digits field controls the zero-padding of the numeric part. If set to 6, the number 25 will appear as 000025. A separate digit count setting is used for warehouse documents.

For Invoices, you can choose a numbering format based on a sequential number, the year, or the date. The year format includes the year in the number, while the date format includes the document date and the sequence for that day. For Invoices, you can choose a format based on a sequential number or the year.

Changes to the format or digit count apply to new numbers; existing documents are not automatically renumbered. Check the new document form, the saved number, the list, and the PDF.

Related articles

• Deleting an Organization and Common Issues
• Numbering for KPO, PP, transport, contract, and warehouse documents