---
title: Numbering formats
description: "> 📍 **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,…"
url: "https://www.kafinea.com/en/help/settings/numbering-formats/"
updated: "2023-11-28"
category: Settings
---

# Numbering formats

> 📍 **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.

---

## Related references 🔗

- [Companies](https://www.kafinea.com/fr/documentation/parametrage/les-societes/)