k
kezi Docs

Understanding Numbering Settings

Numbering Settings control how Kezi automatically generates reference numbers for invoices, bills, payments, and other documents.

Overview

Every financial document in Kezi needs a unique reference number. Numbering Settings let you define the format and sequence for each document type, ensuring consistent and professional document identification.

Key Concepts

Prefix

Characters that appear before the number. Common uses:

  • Document type: INV (Invoice), BILL (Bill), PAY (Payment)
  • Year/Month: 2024- or 2024/01/
  • Location: HQ-, BR1-

Sequence Number

The incrementing number portion. You can set:

  • Starting number: What number to begin with
  • Padding: How many digits (e.g., 0001 vs 1)
  • Increment: How much to add for each new document

Suffix

Optional characters after the number. Less common but useful for:

  • Version indicators: -A, -REV
  • Department codes: -FIN, -OPS

Configuring Numbering

  1. Navigate to Settings > Numbering Settings.
  2. Find the document type you want to configure.
  3. Set the format:
    • Prefix: Text before the number
    • Next Number: Current sequence position
    • Padding: Minimum digits (zeros added)
    • Suffix: Text after the number (optional)

Document Types

Numbering is configured for each document type:

Document Type Example Format Sample Result
Customer Invoice INV-{YYYY}- INV-2024-0001
Vendor Bill BILL- BILL-0001
Payment PAY-{YYMM}- PAY-2401-0001
Journal Entry JE- JE-0001
Credit Note CN- CN-0001

Reset Options

Numbers can be reset based on:

  • Never: Continuous counting
  • Yearly: Resets on fiscal year start
  • Monthly: Resets each month

Best Practices

  1. Plan Before Starting: Decide on format before creating documents
  2. Keep It Simple: Shorter is usually better
  3. Be Consistent: Use same patterns across document types
  4. Don't Change Mid-Year: Avoid format changes during fiscal year
  5. Test First: Create a test document to verify format