What it is
Sequential numbering of the commercial documents: quotes, orders, delivery notes, invoices and their variants (credit notes, amended invoices).
What it is for
- Defining the prefix that appears before the number on each document (e.g.
FAC,2025-). - Setting the current value of each counter, so that the next document starts at the number you decide.
- Choosing how many digits are shown (the leading zeros).
- Giving credit notes and amended invoices their own separate numbering (a common tax requirement).
How to use it
- Open the module from Settings → Counters.
- Type the prefixes and the current value of each counter.
- Adjust the number of digits if you want more or fewer leading zeros.
- Click Save.
- Read the notice that appears: the changes only affect future documents.
General prefixes
| Field | Type | What it is for | Default |
|---|---|---|---|
| Prefix for quotes, work orders, delivery notes and invoices (max. 15 characters) | Text (max. 15) | Characters that precede the number on quotes, work orders, delivery notes and invoices. E.g. FAC00001, 2025-0001. | # |
| Prefix for internal ids (max. 15 characters) | Text (max. 15) | Prefix for the system's internal identifiers (not visible to the customer on the documents). | # |
| Number of digits shown in the counter, e.g. 8 means 00000001-99999999 | Number (4 to 30) | How many digits are shown in the number. E.g. 8 → 00000001 up to 99999999. | 8 |
Counters by document type
Each type has its own independent counter. The back end increments it automatically as each document is created; here you only define its current value.
| Document | Field (on-screen text) | What it does |
|---|---|---|
| Quote | Counter for quotes | Current value of the quote counter. The next one will be this + 1. |
| Work order | Counter for work orders | Current value of the work order counter. The next one will be this + 1. |
| Delivery note | Counter for delivery notes | Current value of the delivery note counter. The next one will be this + 1. |
| Standard invoice | Counter for invoices | Current value of the standard invoice counter. The next one will be this + 1. |
Special invoice variants
Credit notes (refunds) and amended invoices (corrections) have their own sequence and their own prefix, separate from standard invoices.
| Field (on-screen text) | Type | What it is for | Default |
|---|---|---|---|
| Prefix for credit note ids | Text (max. 15) | The prefix that appears on credit notes. | AB |
| Counter for credit notes | Number | Current value of the credit note sequence. The next one will be this + 1. | 1 |
| Prefix for amended invoice ids | Text (max. 15) | The prefix that appears on amended invoices. | RF |
| Counter for amended invoices | Number | Current value of the amended invoice sequence. The next one will be this + 1. | 1 |
Buttons and actions — what each one does
| Button / Control (on-screen text) | What it does |
|---|---|
| Prefix for quotes, work orders, delivery notes and invoices (max. 15 characters) | Sets the prefix that will appear before the number on quotes, work orders, delivery notes and invoices. Maximum 15 characters. |
| Prefix for internal ids (max. 15 characters) | Sets the prefix for the system's internal identifiers (internal reference, not visible to the customer). Maximum 15 characters. |
| Number of digits shown in the counter, e.g. 8 means 00000001-99999999 | Defines how many digits are shown in the counter (e.g. 8 digits = 00000001 up to 99999999). Range from 4 to 30 digits. |
| Counter for quotes | Defines the current value of the quote counter. It is incremented automatically as new quotes are created. |
| Counter for work orders | Defines the current value of the work order counter. It is incremented automatically as new work orders are created. |
| Counter for delivery notes | Defines the current value of the delivery note counter. It is incremented automatically as new delivery notes are created. |
| Counter for invoices | Defines the current value of the standard invoice counter. It is incremented automatically as new invoices are created. |
| Prefix for credit note ids | Sets the prefix that will appear on credit notes. Maximum 15 characters. |
| Counter for credit notes | Defines the current value of the credit note counter. It is incremented automatically as new credit notes are created. |
| Prefix for amended invoice ids | Sets the prefix that will appear on amended invoices. Maximum 15 characters. |
| Counter for amended invoices | Defines the current value of the amended invoice counter. It is incremented automatically as new amended invoices are created. |
| Close | Closes the counter settings without saving the changes. |
| Save | Saves the changes to the counter settings and shows a notice confirming that the changes apply only to future documents. |
Key concepts
- Counter: a sequential number that is incremented automatically every time a quote, work order, delivery note or invoice is created. The current value is set by hand in this module.
- Prefix: the text that appears before the counter number. E.g. if the prefix is
FACand the counter is001, the document is identified asFAC001. - Internal id: the system's unique identifier for internal references. It is different from the document ID the customer sees (quote, invoice, etc.).
- Credit note: a document that reverses a previous charge (it gives money back to the customer). It has its own independent counter and its own prefix.
- Amended invoice: a document that corrects errors or changes to an earlier invoice without altering the original. It has its own independent counter and its own prefix.
- Counter digits: how many figures are shown in the number, padded with leading zeros. E.g. 8 digits →
00000001. Range from 4 to 30. - Applies only to future documents: changing a counter or a prefix here does not rewrite documents that have already been issued; it only affects those created afterwards. To adjust one specific document that has already been generated, use the Counter adjuster.
Notice when saving
When you click Save, a notice appears reminding you that the changes only affect future documents. Documents that have already been issued keep their number.
Permissions
- Requires
contador_edit.
Frequently asked questions
Q: How do I change the prefix on my invoices?
A: In Prefix for quotes, work orders, delivery notes and invoices (max. 15 characters) type the text you want (max. 15 characters) and click Save. That prefix is used for quotes, work orders, delivery notes and standard invoices.
Q: My numbering runs as FAC123 and I need it to be 2025-0001.
A: In Prefix for quotes, work orders, delivery notes and invoices enter 2025-. In Number of digits shown in the counter enter 4. In Counter for invoices enter 0 (or whichever number is right). The next one will come out as 2025-0001.
Q: What is the "Number of digits shown in the counter" field for?
A: It defines how many digits are shown in the number, padded with leading zeros. E.g. 8 shows from 00000001 up to 99999999. It accepts from 4 to 30 digits.
Q: What is an "Internal id" and how does it differ from the invoice number?
A: The Internal id is the system's identifier for internal references; it is not what the customer sees. The document number (quote, invoice and so on) is the visible one. Its prefix is set in Prefix for internal ids (max. 15 characters).
Q: What is the "Save" button for?
A: It saves the changes to the counter settings and shows a notice confirming that they apply only to future documents. Documents that have already been issued keep their number.
Q: What is the "Close" button for?
A: It closes the settings window without saving. If you have changed something and do not want to apply it, use Close instead of Save.
Q: I want my credit notes to have their own numbering, different from standard invoices.
A: That is the normal setup. In Prefix for credit note ids enter AB- and in Counter for credit notes the next credit note you are going to issue. Credit notes will then run AB-001, AB-002, independently of standard invoices.
Q: Do amended invoices need their own numbering?
A: Yes, for tax purposes. That is why they have a separate Prefix for amended invoice ids and Counter for amended invoices. Set RF- or R- and its counter.
Q: If I set a counter to a lower number, are the invoices already issued rewritten?
A: No, but it causes a collision. If you set the counter to 1 and you have already issued FAC0001, the next invoice will try to create another FAC0001. Always use higher numbers, or check with support first.
Q: I skipped a number by mistake, or I want to correct one specific document.
A: You cannot do that from here (this module only changes future ones). To adjust a document that has already been generated, use the Counter adjuster (PRO required).
Q: I changed the counters but the old documents are still the same.
A: That is what should happen. The changes apply only to future documents; those already issued keep their number. That is why the notice appears when you click Save.
Q: I set the prefix to 26/ for the year and the "26" comes out twice (26/26...).
A: The prefix is only visual text placed in front of the number; it is not stored as part of the series. If your numbering already included the year, adding 26/ duplicates it. The recommendation is not to put the year in the prefix but in the counter: 2025 → 25XXXXXXXX or 5XXXXXX. That way you change the counter each year without duplicating digits.
Q: Every year I want to restart the numbering and change the prefix, but without affecting documents from earlier years.
A: The prefix is not stored per document, so changing it affects how all of them are displayed. The usual approach in an ERP is to build the year into the counter (e.g. 26000001) and set the counter to zero at the start of the year. To reorder series that already exist, use the counter editor or adjuster.
Q: An invoice number came out duplicated.
A: This usually comes from resetting a counter below what has already been issued, or from a data import. Check where the counter stands against the last real invoice and set it to a higher number. For the documents that are already duplicated, use the Counter adjuster.