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Document Numbers

What are Document Numbers, how to view and edit them

Matthew James Finkel avatar
Written by Matthew James Finkel
Updated over a week ago

What are Document Numbers?

Each document created within OnRent is provided its own individual unique reference number.

This could be

  • An Invoice with an invoice number

  • An order with an order number

  • A delivery note with a delivery note number

  • An invoice batch with an invoice batch number

  • A credit note with a credit note number

  • A picking list with a picking list number

  • A return note with a return note number

The OnRent system already comes with pre-configured numbering sequences for all documents, however you can customise each of these if desired.

For Example

Your first orders document number would look like this.

Your first invoice.

You can adjust document numbers to have a numbering format you would prefer and choose how these numbering sequences are applied within the OnRent system.

You could set the invoice numbers to start from the last invoice number used in a previous system/spreadsheet and follow on from that same numbering sequence.

You can also set if the numbering sequence is shared across the system or if separate number sequences are to be applicable per country, company, or depot.

For instance, you may need a separate Order Number sequence between companies or a separate Invoice Number sequence between countries.

How to view Document Numbers setup

To view the current configuration for these document numbers and be able to edit them, the option to do so is located within System Setup.
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Located under the heading “Maintenance Data” is the menu option “Document Numbers” (near the bottom of this section).

Opening this menu option will provide a list of the systems documents.

Along with their Document Code, the Type of document, the Domain (or level) this numbering sequence is applied to and the Mask (or formula/logic) used to generate each documents’ unique number.

Editing a Document Number

Each Document Number series can be drilled into by clicking the Name Hyperlink.

Once you have opened a Document Number, you will have the following fields available.

Name: - This is the name for the document number used only for the reference in the list shown in System Setup > Document Numbers.

Altering this has no impact on the OnRent System other than changing the name shown in the list.

Code: - The code is a short abbreviation for that document and relates to the @Code value (used in the Mask, see below).

Mask: - The Mask is the formula or logic used to create the unique document number. You can use any characters you would like as part of this logic including four variable values, which are.

  • @Code: - This is taken from the Code field mentioned above.

  • @Country: - This is the Country Code taken from the applicable country for that document (see System Setup > Countries for each countries code).

  • @depot: - This is the Depot Code taken from the applicable depot for that document (see System Setup > Depots for each depots code and the ability to amend/add depots).

  • @indent: - This is the numerical value for this document number which will increase by one (1) each time a new document of this type is created.

To add one of these variables to the mask, you can manually type in the variable (the value in bold in the above list), or simply click the reference of the variable next to the Mask header.

Which will place that variable at the end of the current Mask.

These variables can be placed in any sequence with, or without, other characters.

Any other characters entered are set in place and will not change, only the above variables will differ on a document by document basis.

For Example

A Batch Number Document with the following Mask;

Would become.

BN – GB/001: - 1 or

BN – US/Home: - 1

Where

BN is the documents @code value.

GB or US is the @country value.

001 or Home is the @depot value.

1 is the @indent value for being the first Batch Number created, the next one created after would have the value 2.

Seed: - The seed value is the number that the sequence (@indent value) should start from, this will have been defaulted to start from the value of 1 and only allows a minimum value of 1.

In the instance where you already have a document number sequence that you would like to carry on from, it would be advisable to place the next value in that document number sequence here so that the sequence can start from that number.
Doing so would then Require the Seed to be reset (see below)

The Seed does not show you the next number that is to be used, only where the sequence originated from.

Identity Minimum Length: - You can set the minimum length that @indent value can be, this can be set between 0 and 10. Leading zeroes will be applied to the @indent value to make this match the minimum length.

For Example

An Identity Minimum Length of 0 using the system default mask for Batch Number 18 will have the document number.

An Identity Minimum Length of 10 using the below Mask example for Batch Number 19.

Will have the following document number.

Note the eight leading zeroes to make this @ident value 10 characters in length.

Domain: - The Domain allows you to set at what level this document number series is to be applied to, or, which Domain(s) within the OnRent system share the same numbering sequence for this document number.

This only has a practical implication regarding the @indent value and where in the system this value is shared.

Levels that this can be set against are.

  • Global: - This document number series and its @indent value are shared across the entire OnRent system.

  • Company: - This document number series and its @indent value are separated and applied to each individual Company (See System Setup > Companies). Each company has a separate @indent value.

  • Country: - This document number series and its @indent value are separated and applied to each individual Country (See System Setup > Countries). Each Country has a separate @indent value.

  • Depot: - This document number series and its @indent value are separated and applied to each Depot (See System Setup > Depots). Each Depot has a separate @indent value.

Reset Seed: - This is a Yes/No option, defaulted to No. If you toggle this to “Yes” and click the Update Document Number. This will reset the @indent value back to the Seed value.

Great care needs to be taken using this option as incorrect use could lead to the system attempting to create a duplicate Document Number if using the same Mask as has been used prior and the Seed has set the @indent value to one used previously with that Mask.

If you have updated the Seed value (above) to start from a new number, this would be the one time you would need to Reset Seed.

Saving changes

Once you have made any changes to a Documents Numbers setup, click the Update Document Number button.

Provided the entries are valid, this will save the changes, provide a successful prompt, and take you back to the list view.

If there is an issue, you will receive an error explaining what the issue is.

The system will remain in the amend screen for that Document Number so that you can review the issue and take appropriate steps to correct this if desired.

Do you need Help? Start a conversation using the Blue help bubble in the bottom right corner.

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