📍 Where can I find this module?
Settings > Module Management > Numbering Formats
Introduction #
The Numbering Formats module allows you to configure how document numbers are automatically generated in Kafinea: invoices, quotes, purchase orders, credit memos, etc. It can be accessed via Settings > Numbering Formats.
A well-configured numbering system ensures legal compliance (especially for invoices) and makes it easier to organize your documents.
1. Create a numbering format #
Click on Add a format from the module list.
Information to provide:
- Format name: a descriptive label (e.g., "Invoices 2025")
- Module: the module to which this format applies (Invoices, Quotes, Orders, etc.)
- Prefix: the text added before the serial number (e.g., "FA-2025-")
- Suffix: text added after the sequential number (optional)
- Padding: the minimum number of digits in the sequential part (e.g., 4 → "0001")
- For this company only: allows you to restrict the format to a specific company in multi-company mode
Options:
- Reset sequence when prefix changes: resets the counter to 1 when the prefix changes (useful for annual numbering)
2. Examples of formats #
| 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, the numbering must be chronological and continuous, with no breaks in the sequence. This is a legal requirement in France. Be sure not to change the format during the fiscal year.
3. Numbering by company #
In multi-company mode, you can define different numbering formats for each company using the "For this company only". This allows you to use distinct prefixes (e.g., “FA-SOC1-” and “FA-SOC2-”).
4. Frequently Asked Questions #
Can I change a format that is currently in use?
You can change the prefix or suffix, but the sequence continues from the last assigned number. For invoices, any changes must ensure that the numbering remains continuous.
How do I set up annual numbering?
Include the year in the prefix (e.g., "FA-2025-") and check the option Reset sequence when prefix changes. At the beginning of the year, change the prefix (e.g., “FA-2026-”) and the sequence will start over from 1.
What happens if no format is specified for a module?
Kafinea uses a default format with a simple incremental counter.