Introduction
In Bukku, each document is assigned a unique transaction number format. By default, Bukku generates these formats for every transaction type you create, ensuring consistency and organisation.
Below are some of the default transaction number formats for various documents in Bukku. For instance, the default number format for invoices is IV-[5DIGIT], which will appear as IV-00001.
How to Customise the Number Format
You can customize the number format to fit your preferences.
Let’s walk through the steps with an example. Suppose you want to set the Quotation number format to QUO-2024/001.
Step 1: Navigate to Control Panel > Number Formats.
Step 2: To create a new number format, click + New. If you want to modify an existing number format, click View at Quotation’s number format.
Step 3: Select the transaction type and enter the desired format using the provided Date and Number Placeholders to customise your number format:
[YYYY] for the full year (e.g., 2024)
[YY] for the last two digits of the year (e.g., 24)
[MM] for the month (e.g., 09)
[DD] for the day of the month (e.g., 25)
For example, to set the format as QUO-2024/001, you should enter:
QUO-[YYYY]/[3DIGIT].
Step 4: Once it is done, click Save.
Here are some example number formats for reference:
QUO-202409250001 - Format: QUO-[YYYY][MM][DD][4DIGIT]
QT-24-000001 - Format: QT-[YY]-[6DIGIT]
IV-2409001 - Format: IV-[YY][MM][3DIGIT]
INV-0001 - Format: INV-[4DIGIT]
Note: Number Placeholders are mandatory, while Date Placeholders are optional.
How to Change the Default Number Format for Transactions
To change the default number format for your transactions, navigate to Control Panel > Company Settings > Number Formats.
From there, select the number format you want to set it as default.
If needed, you can also quickly add a new number format from this setting page.
After updating the default number format in Company Settings, it will automatically apply to new quotations you create.
Important Notes
To see how the system applies the number format:
Leave the default number format as is when creating a new transaction.
After entering the necessary information, click Save.
The running number will then appear according to the format you’ve set.
You can click the three dots (…) next to View to delete any unwanted pre-created number formats at Control Panel > Number Formats. Kindly note that if a number format is set as default, it cannot be deleted.
For instance, using the format IV-[YY][MM][3DIGIT], the numbering sequence will be reset after the date portion. The digits reset monthly, to ensure that each month's transactions have a unique sequence.
For example, if you create the first invoice in September 2024, it will be IV-2409001. The second invoice in the same month will be IV-2409002. When October begins, the sequence will reset, and the first invoice for October 2024 will be IV-2410001.
Can I prevent invoice number from resetting every month?
Yes, you can. If you want to continue the numbering instead of resetting, you will need to manually override the first transaction number in the new month. After that, the system will continue the sequence based on your latest number.
Example:
September 2024:
IV-2409001
IV-2409002
October 2024 (reset month):
System suggests: IV-2410001
If continuing sequence, you can manually change it to: IV-2410003
To allow manual override, enable Custom Number Format by navigating to Control Panel > Company Setting > Number Formats, turn it on, and click Save. This will allow you to override the auto-numbering when needed.
Once enabled, you can manually enter your own transaction number in the transaction number field when creating new transactions or editing existing ones. You may also refer to Note No. 4 below for similar steps.
Enable Custom Number Format by going to Control Panel > Company Settings > Number Formats. This allows you to override the system’s auto-generated numbering. After switching it on, remember to click Save button.
Once enabled, you can manually enter your own transaction number in the transaction number field when creating new transactions or editing existing ones.
