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Auto Numbering

Auto Numbering creates record identifiers automatically so your company can use a consistent numbering format.

Auto numbering is available for the following:

  • Customers

  • Vendors

  • Service calls

  • Equipment

  • Service call invoices

  • Locations

  • Purchase orders (temporary)

  • Maintenance contracts

Important Notes

  • Number fields for supported records lock in the application when an active rule controls numbering.

  • Auto numbering follows rules, not individual records.

  • A duplicate rule for the same entity and business unit is not allowed.

  • If a rule is inactive, that rule does not generate new numbers.

View Existing Auto Numbering Rules

Use Auto Numbering when your company wants the system to assign record numbers automatically instead of typing them manually.

To open the Auto Numbering window:

  1. Open Settings.

  2. Select Auto Numbering.

  3. Review the Configured Rules list.

    • Entity: The record type the rule applies to.

    • Strategy: Whether the rule uses Fixed Prefix or Smart Prefix.

    • Prefix: Shows the saved prefix format.

    • Seed / Next: Shows the starting value and the next number that will be assigned.

    • Status: Shows whether the rule is Active or Disabled.

Create a New Auto Number Rule

Create a rule specifying which supported record types should receive system-generated numbers.

 To create a new auto number rule:

  1. Open Auto Numbering.

  2. Select New Rule.

  3. Complete the rule fields.

    • Entity (Required): Select the record type that should receive auto-generated numbers.

    • Strategy (Required): Select Fixed Prefix or Smart Prefix.

    • Fixed Prefix (Required when Strategy is Fixed Prefix): Use a fixed prefix when every number for an entity should start the same way. Enter a static prefix like CUST, EQ, INV, or PO.

    • Smart Prefix Field (Required when Strategy is Smart Prefix): Use Smart Prefix when the prefix should come from a record field value. The system reads the selected source field, creates a short prefix, and appends the next sequence number.

    • Seed Value (Required): Enter the starting sequence number. The value must be 0 or greater.

    • Pad Digits (Required): Enter the number of digits the number should display, including leading zeros. The value must be between 0 and 12.

    • Active (Optional but recommended): Leave selected when the rule should begin assigning new numbers immediately.

  4. Select Create Rule.

  5. Confirm the new rule appears in the Configured Rules list.

Edit an Existing Rule

Edit a rule when numbering rules need to change for future records.

Before You Edit

  • Review how the current numbering format is already used in reports, integrations, and printed documents.

  • Confirm whether the change should affect all new records or only a future business process.

  • Communicate numbering changes to users who search by record number.

To edit a rule:

  1. Open Auto Numbering.

  2. Find the rule in the Configured Rules list.

  3. Select Edit for the rule you want to change.

  4. Update the allowed rule fields.

    • Strategy: Change the numbering method if your business process changes.

    • Prefix Field: Update the prefix behavior.

    • Seed Value: Adjust the sequence start carefully.

    • Pad Digits: Change the displayed number length if needed.

    • Active: Turn the rule on or off.

  5. Select Update Rule.

Disable or Delete a Rule

Rules can be disabled or removed when they are no longer needed. Deleting or disabling a rule affects future numbering behavior. It does not change numbers that were already assigned to existing records.

Disable a Rule

Clear the Active setting and save the rule to keep the setup, but stop generating new numbers.

Delete a Rule

Use Delete only when the rule should be removed entirely from the setup.