Auto Numbering Documentation

Introduction

Auto Numbering is used to manage automatic numbering sequences throughout the system for clients, matters, projects, invoices, and contracts. This module allows administrators to configure automatic code generation with custom prefixes, starting points, and length specifications, ensuring consistent identification across all business entities. The system supports both automatic generation and manual entry modes for each entity type, helping standardize numbering systematically across the platform.

Accessing Auto Numbering

1. Navigate to the Settings section by clicking the settings icon in the header bar on the left side
2. Under the Common Master section, click on Auto Numbering

Auto Numbering settings page in Common Master section

Managing Auto Numbering Configuration

The Auto Numbering page displays configuration sections for different entity types with comprehensive numbering settings. Each section includes radio button options to select between automatic generation and manual entry modes, along with specific configuration fields based on the selected mode.

Client Numbering Configuration

Numbering Mode Selection

• Auto Generate: Enable automatic client code generation with system-defined prefix and length
• Manual: Allow manual entry of client codes during client creation

Auto Generate Settings

• Prefix: System-defined prefix for client codes (read-only field showing "CL")
• Length: Total length of the client code including prefix (read-only field showing default length)

When Auto Generate is enabled, codes will start like CL0001. If there are already 300 clients, the next code will be CL0301.

Client numbering configuration section with auto generate and manual options

Matter Numbering Configuration

Numbering Mode Selection

• Auto Generate: Enable automatic matter code generation with custom prefix, starting point, and length
• Manual: Allow manual entry of matter codes during matter creation

Auto Generate Settings

• Prefix: Enter custom prefix for matter codes (e.g., "MT")
• Starting Point: Enter the initial number for the sequence (e.g., "1000")
• Length: Total length of the matter code including prefix

When Auto Generate is enabled with prefix "MT", starting point "1000", and length "6", codes will start like MT1001. If there are already 300 matters, the next code will be MT1301.

Matter numbering configuration with prefix, starting point, and length fields

Project Numbering Configuration

Numbering Mode Selection

• Auto Generate: Enable automatic project code generation with custom prefix and length
• Manual: Allow manual entry of project codes during project registration

Auto Generate Settings

• Prefix: Enter custom prefix for project codes (e.g., "PR")
• Length: Total length of the project code including prefix

When Auto Generate is enabled with prefix "PR" and length "6", codes will start like PR0001. If there are already 300 projects, the next code will be PR0301.

Project numbering configuration section showing prefix and length settings

Invoice Numbering Configuration

Numbering Mode Selection

• Auto Generate: Enable automatic invoice number generation with custom prefix, starting point, and length
• Manual: Allow manual entry of invoice numbers during invoice creation

Auto Generate Settings

• Prefix: Enter custom prefix for invoice numbers (e.g., "INV")
• Starting Point: Enter the initial number for the sequence (e.g., "100")
• Length: Total length of the invoice number including prefix

When Auto Generate is enabled with prefix "INV", starting point "100", and length "6", codes will start like INV101. If there are already 300 invoices, the next code will be INV401.

Invoice numbering configuration with comprehensive prefix and sequence settings

Contract Numbering Configuration

Numbering Mode Selection

• Auto Generate: Enable automatic contract number generation with multiple prefix options
• Manual: Allow manual entry of contract numbers during contract creation

Auto Generate Settings

The contract numbering supports multiple prefix configurations for different contract types:

• Multiple Prefix Management: Add, edit, and remove different prefix formats
• Prefix Examples: "AGREEMENT_NUM_", "LOE.AD.2024.L.", "CONT.AD.L", "TON.AD.L"
• Dynamic Prefix Addition: Click the plus icon to add new prefix formats
• Prefix Removal: Use the trash icon to remove existing prefix formats

When Auto Generate is enabled, users can select from available prefix options during contract creation. The system will append sequential numbers to maintain order for each prefix separately (e.g., "COR/2025/0001", "COR/2025/0002").

Manual Settings

• Prefix: Enter single prefix for manual contract numbering (e.g., "CT")

Contract numbering configuration showing multiple prefix management with add and remove functionality

Configuration Management

Save Functionality

Each entity type includes individual save buttons to apply configuration changes:

• Client Numbering: Save button for client numbering settings
• Matter Numbering: Save button for matter numbering settings
• Project Numbering: Save button for project numbering settings
• Invoice Numbering: Save button for invoice numbering settings
• Contract Numbering: Save button for contract numbering settings

Validation Rules

• Length fields must be between 1 and 20 characters
• Prefix fields support up to 6 characters for most entity types
• Starting point fields accept numeric values for sequence initialization
• All required fields must be completed before saving configuration changes

The system ensures that numbering sequences are maintained accurately and prevents duplicate code generation across all configured entity types.