{"id":444519,"date":"2023-11-28T18:27:17","date_gmt":"2023-11-28T17:27:17","guid":{"rendered":"https:\/\/www.kafinea.com\/documentation\/uncategorized\/numbering-formats\/"},"modified":"2023-11-28T18:27:17","modified_gmt":"2023-11-28T17:27:17","password":"","slug":"numbering-formats","status":"publish","type":"docs","link":"https:\/\/www.kafinea.com\/en\/help\/settings\/numbering-formats\/","title":{"rendered":"Numbering formats"},"content":{"rendered":"<blockquote class=\"bq-exemple\">\n<p>\ud83d\udccd <strong>Where can you find this module?<\/strong><br \/><em>Settings &gt; Module management &gt; Numbering formats<\/em><\/p>\n<\/blockquote>\n<hr>\n<h2>Introduction<\/h2>\n<p>The <strong>Numbering formats<\/strong> module lets you configure how document numbers are automatically generated in Kafinea: invoices, quotes, purchase orders, credit notes, etc. It can be accessed via <em><strong>Settings &gt; Numbering formats<\/strong><\/em>. <\/p>\n<p>Properly configured numbering ensures legal compliance (especially for invoices) and makes it easier to organise your documents.<\/p>\n<hr>\n<h2>1. Create a numbering format<\/h2>\n<p>Click <em><strong>Add a format<\/strong><\/em> from the module list.<\/p>\n<p><strong>Information to provide:<\/strong><\/p>\n<ul>\n<li><strong>Format name<\/strong>: a descriptive label (e.g.: &#8220;Invoices 2025&#8221;)<\/li>\n<li><strong>Module<\/strong>: the module this format applies to (Invoices, Quotes, Orders\u2026)<\/li>\n<li><strong>Prefix<\/strong>: the text added before the sequential number (e.g.: &#8220;FA-2025-&#8220;)<\/li>\n<li><strong>Suffix<\/strong>: the text added after the sequential number (optional)<\/li>\n<li><strong>Padding<\/strong>: the minimum number of digits in the sequential part (e.g.: 4 \u2192 &#8220;0001&#8221;)<\/li>\n<li><strong>Only for this company<\/strong>: lets you restrict the format to a specific company in multi-company mode<\/li>\n<\/ul>\n<p><strong>Options:<\/strong><\/p>\n<ul>\n<li><strong>Reset the sequence when the prefix changes<\/strong>: resets the counter to 1 when the prefix changes (useful for annual numbering)<\/li>\n<\/ul>\n<hr>\n<h2>2. Format examples<\/h2>\n<div style=\"overflow-x:auto\">\n<table>\n<thead>\n<tr>\n<th>Prefix<\/th>\n<th>Padding<\/th>\n<th>Result<\/th>\n<\/tr>\n<\/thead>\n<tbody>\n<tr>\n<td><code>FA-2025-<\/code><\/td>\n<td>4<\/td>\n<td>FA-2025-0001, FA-2025-0002\u2026<\/td>\n<\/tr>\n<tr>\n<td><code>DEV-<\/code><\/td>\n<td>5<\/td>\n<td>DEV-00001, DEV-00002\u2026<\/td>\n<\/tr>\n<tr>\n<td><code>BC-<\/code><\/td>\n<td>3<\/td>\n<td>BC-001, BC-002\u2026<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<\/div>\n<blockquote class=\"bq-important\">\n<p><strong>Important:<\/strong> For invoices, numbering must be <strong>chronological and continuous<\/strong>, 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.  <\/p>\n<\/blockquote>\n<hr>\n<h2>3. Numbering by company<\/h2>\n<p>In multi-company mode, you can define different numbering formats per company using the <em><strong>Only for this company<\/strong><\/em> field. This allows you to have distinct prefixes (e.g.: &#8220;FA-SOC1-&#8221; and &#8220;FA-SOC2-&#8220;). <\/p>\n<hr>\n<h2>4. Frequently asked questions<\/h2>\n<p><strong>Can I change a format while it is in use?<\/strong><br \/>\nYou can change the prefix or suffix, but the sequence continues from the last number assigned. For invoices, any change must ensure numbering continuity. <\/p>\n<p><strong>How do I set up annual numbering?<\/strong><br \/>\nUse the year in the prefix (e.g.: &#8220;FA-2025-&#8220;) and tick the <em><strong>Reset the sequence when the prefix changes<\/strong><\/em> option. At the start of the year, change the prefix (e.g.: &#8220;FA-2026-&#8220;) and the sequence will restart at 1. <\/p>\n<p><strong>What happens if no format is defined for a module?<\/strong><br \/>\nKafinea uses a default format with a simple incremental counter.<\/p>\n<hr>\n<h2>Related references \ud83d\udd17<\/h2>\n<ul>\n<li><a href=\"https:\/\/www.kafinea.com\/fr\/documentation\/parametrage\/les-societes\/\">Companies<\/a><\/li>\n<\/ul>\n","protected":false},"excerpt":{"rendered":"<p>\ud83d\udccd Where can you find this module?Settings &gt; Module management &gt; 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 &gt; Numbering formats. Properly configured numbering ensures legal compliance (especially for invoices) and&#8230;<\/p>\n","protected":false},"author":17,"featured_media":0,"comment_status":"closed","ping_status":"closed","template":"","meta":{"_uag_custom_page_level_css":"","_kad_post_transparent":"","_kad_post_title":"","_kad_post_layout":"","_kad_post_sidebar_id":"","_kad_post_content_style":"","_kad_post_vertical_padding":"","_kad_post_feature":"","_kad_post_feature_position":"","_kad_post_header":false,"_kad_post_footer":false,"_kad_post_classname":"","footnotes":""},"doc_category":[771],"doc_tag":[],"class_list":["post-444519","docs","type-docs","status-publish","hentry","doc_category-settings"],"year_month":"2026-08","word_count":358,"total_views":0,"reactions":{"happy":0,"normal":0,"sad":0},"author_info":{"name":"Kenny Legros","author_nicename":"kenny-legros","author_url":"https:\/\/www.kafinea.com\/en\/author\/kenny-legros\/"},"doc_category_info":[{"term_name":"Settings","term_url":"https:\/\/www.kafinea.com\/en\/help\/settings\/"}],"doc_tag_info":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v28.1 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>Help - Numbering formats &#8226; Kafinea<\/title>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/www.kafinea.com\/en\/help\/settings\/numbering-formats\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Help - Numbering formats &#8226; Kafinea\" \/>\n<meta property=\"og:description\" content=\"\ud83d\udccd Where can you find this module?Settings &gt; Module management &gt; 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 &gt; Numbering formats. 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