Document Numbering Using the Financial Year

The Document Numbering by Financial Year feature allows you to control the sequence of financial document numbers and link them to the month or financial year, which helps with:

• Organizing documents

• Improving accounting follow-up

Important Note:
This feature applies to new documents only and does not affect any previous documents.

First: Documents That Support This Feature

You can use document numbering by financial year on the following documents:

• Sales Invoices

• Purchase Invoices

• Simple Purchase Invoices

• Quotes

• Purchase Orders

• Employee Advances

• Employee Bonuses

• Employee Deductions

Second: Available Numbering Methods

After enabling the feature, you can choose how to reset the number sequence as follows:

Document / Month

• The number sequence is automatically reset at the beginning of each month.

Document / Year

• The number sequence is automatically reset at the beginning of each financial year.

Notes:

• The system relies on the financial year defined in the settings, not necessarily the calendar year.

• The month and financial year are appended next to the document number.

Third: Impact of Enabling the Feature on Documents

When you enable the Document Numbering by Financial Year feature:

• No previous document is modified

• Numbering is applied only to new documents

• Numbering is automatic

• The reference number is updated by adding the month and financial year according to the numbering previously added to the documents.

Fourth: Manual Editing of Document Number

You can customize the document number itself manually (starting number or number during creation).

Condition for Manual Editing

You must enable the Editability option through the following path:

• Settings

• General Settings

• Document Settings (from the top options)

The month and financial year are automatically added by the system.

Fifth: Disabling the Feature

You can disable the Document Numbering by Financial Year feature at any time.

When disabled:

• The system continues to operate according to the new setting

• Without affecting any previous documents

Sixth: Required Permissions

Document numbering settings can be configured by:

• Any user with access permission to General Settings

Seventh: Steps to Set Up and Control Document Numbering

1️⃣ Verify Financial Year Definition

• Navigate to:
  Settings → Financial Years

• Make sure the financial year has been added and defined correctly.

2️⃣ Set Up Document Numbering

1. Navigate to Settings → General Settings.

2. Choose Document Settings from the top options.

3. Set:

   • ID number like: INV

   • Starting sequence number like: 1

4. (Optional) Enable or disable Editability.

5. Click Save.

After setting up the above numbering and enabling the Document Numbering by Financial Year feature, the reference number for the first sales invoice, for example, appears as: INV1-Jan-26

3️⃣ Enable Numbering Based on Financial Year

1. From Settings → General Settings.

2. Navigate to Commercial Document Numbering Settings.

3. Enable the option:
   “Use number sequence based on the organization’s financial year”

4. Choose the sequence reset method:

   • Document / Month

   • Document / Year

5. Click Save.

The setting is applied immediately to new documents only.

Note:

• Manual journal entry numbers will continue on the same sequence for each year and cannot restart at the beginning of each year, and the sequential number cannot be reset.