Changing number ranges of documents
Description:
Number ranges for receipts play a central role in the organisation and traceability of business processes. They help companies to keep track of invoices, quotations, delivery notes and other important documents and at the same time ensure compliance with legal requirements, such as the consecutive numbering of documents.
By specifically adapting number ranges, companies can optimise their internal processes, clearly separate different business areas or projects and ensure structured documentation. Careful management of the number ranges also makes it easy to identify documents in the event of queries or audits.
Examples of targeted use:
- Project-related number ranges: Each project can be assigned its own number range to make it easier to allocate receipts.
- Location-related differentiation: Companies with several locations can use specific number ranges for each location to make accounting easier.
- Year change: Number ranges can be reset annually to create a clear separation between financial years.
In this knowledge base entry, you will learn how to change number ranges in your system, what options are available to you and what you should pay attention to.
Solution:
To change the number ranges, proceed as follows.
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Select the desired occupancy type for editing
Go to the customer area > Order management > Edit voucher types as a user with extended rights. You will see an overview of all existing document types. Search for the desired voucher type and click on the display symbol at the end of the line to edit the voucher type
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Edit the document number properties
- Document number prefix: This text is placed in front of the document number. For example, you can enter the year here, e.g. 2025
- Minimum number of voucher digits: Here you can specify the minimum number of digits your voucher should have. If necessary, the digits are listed with "0". The entry 4 would, for example, generate a voucher number of the form "0001".
- Last used counter status: This is the actual counter. It is automatically incremented when a document is published.
- Save the voucher type.