📍 Where can you find this module?
Settings > Module management > Numbering formats
Introduction #
The Numbering formats module lets you configure how document numbers are automatically generated in Kafinea: invoices, quotes, purchase orders, credit notes, etc. It can be accessed via Settings > Numbering formats.
Properly configured numbering ensures legal compliance (especially for invoices) and makes it easier to organise your documents.
1. Create a numbering format #
Click Add a format from the module list.
Information to provide:
- Format name: a descriptive label (e.g.: “Invoices 2025”)
- Module: the module this format applies to (Invoices, Quotes, Orders…)
- Prefix: the text added before the sequential number (e.g.: “FA-2025-“)
- Suffix: the text added after the sequential number (optional)
- Padding: the minimum number of digits in the sequential part (e.g.: 4 → “0001”)
- Only for this company: lets you restrict the format to a specific company in multi-company mode
Options:
- Reset the sequence when the prefix changes: resets the counter to 1 when the prefix changes (useful for annual numbering)
2. Format examples #
| Prefix | Padding | Result |
|---|---|---|
FA-2025- |
4 | FA-2025-0001, FA-2025-0002… |
DEV- |
5 | DEV-00001, DEV-00002… |
BC- |
3 | BC-001, BC-002… |
Important: For invoices, numbering must be chronological and continuous, with no breaks in the sequence. This is a legal requirement in France. Please make sure you do not change the format during the financial year.
3. Numbering by company #
In multi-company mode, you can define different numbering formats per company using the Only for this company field. This allows you to have distinct prefixes (e.g.: “FA-SOC1-” and “FA-SOC2-“).
4. Frequently asked questions #
Can I change a format while it is in use?
You can change the prefix or suffix, but the sequence continues from the last number assigned. For invoices, any change must ensure numbering continuity.
How do I set up annual numbering?
Use the year in the prefix (e.g.: “FA-2025-“) and tick the Reset the sequence when the prefix changes option. At the start of the year, change the prefix (e.g.: “FA-2026-“) and the sequence will restart at 1.
What happens if no format is defined for a module?
Kafinea uses a default format with a simple incremental counter.