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Configure Document Numbering Rules

Overview​

You can configure "Document Numbering Rules" for various transaction related documents.
Once a numbering rule is configured, the document number issued when creating a transaction related document will be generated based on the configured numbering rule.

Purpose​

The Document Numbering Rule Settings feature is used for the following purposes:

  • Reflecting document number formats tailored to corporate operational structures: You can flexibly configure document number formats to match your company's management rules, such as department codes or transaction types.
  • Strengthening integration with accounting software and core systems: By adopting a numbering system close to the format used in existing systems, you can streamline data integration and reconciliation tasks.

Feature Description​

What is Document Numbering Rule Settings?​

This feature allows you to configure rules for the format in which "Document Numbers" of various transaction related documents are numbered.
Since you can determine the document number format by combining multiple components, flexible customization is possible.

The numbering rule configures the document number with up to 4 elements.​

You configure the numbering rule by combining the following elements.
1, 2, and 4 can each be disabled (not set).

  1. Prefix(Auto-Generated): Automatically generated string is attached to the beginning of the document number. Currently, the date corresponding to the document creation date is automatically generated based on the configured format.
  2. Prefix(Fixed): A fixed string entered freely is attached to the beginning of the document number. If Prefix(Auto-Generated) is enabled, it is attached after it.
  3. Number: A number consisting only of digits that is automatically assigned by the system. You can configure the number of digits in the numbering rule.
  4. Suffix(Fixed): A fixed string entered freely is attached to the end of the document number.

Supported Transaction Related Document Types​

You can configure numbering rules individually for the following transaction related documents.

  • Order
  • Delivery Note
  • Goods Return Note
  • Billing Invoice
  • Credit Note
  • Payment Confirmation
  • Export Document

Instructions​

Go to the Operation Screen​

warning

This operation can be performed by members with "Primary Owner", "Owner", or "Member/Admin" roles.

  1. Click Settings in the header menu.
  2. Click the Document Numbering Rule Settings button in "General Settings".
    You will be redirected to the Document Numbering Rule Settings page.
  3. Check the target Document Type in the list table, and click the Configure button.
    The Document Numbering Rule Setting modal opens.

Enter the Form​

In the Document Numbering Rule Setting modal, check and configure the following items.

  1. Document Type
    You can check the document type to be configured.

  2. Document Number Structure
    Define the structure of the document number to be numbered.

    Configure the following components while checking the preview.
    Elements ①, ②, and ④ can be enabled/disabled using checkboxes.
    ③ is always numbered, so it cannot be disabled.

    • ① Prefix(Auto-Generated):
      Configure "Preset" and "Timezone".

      Currently, there are only options related to "Date" for the Preset.
      A string is automatically generated in the preset format based on the creation date and time of the transaction related document and the timezone.
      If YYYYMMDD is selected, for example, if the document creation date is December 10, 2025, the string 20251210 will be generated.

      For Timezone, you can select either Asia/Tokyo or UTC.

    • ② Prefix(Fixed):
      Enter a fixed string freely. It is added to the beginning when the document number is numbered.
      If "① Prefix(Auto-Generated)" is enabled, it is added after it.

    • ③ Minimum Digits for Number:
      Enter the minimum number of digits for the number automatically assigned by the system as an integer from 1 to 12.

      When a number smaller than the number of digits is assigned, it is zero-padded at the beginning.
      Also, if the actually assigned number exceeds the minimum digit length, the digit length will automatically expand.

    • ④ Suffix(Fixed):
      Enter a fixed string freely. It is added to the end when the document number is numbered.

    In Specific Configuration Examples, we introduce configuration examples corresponding to each use case.

Specific Configuration Examples​

The sequential numbers for "③ Number" can be managed as follows.

  • If you want to manage sequential numbers daily: Select "YYYYMMDD" or "YYMMDD" in the Preset of "① Prefix(Auto-Generated)".
  • If you want to manage sequential numbers monthly: Select "YYYYMM" or "YYMM" in the Preset of "① Prefix(Auto-Generated)".
  • If you want to manage sequential numbers yearly: Select "YYYY" or "YY" in the Preset of "① Prefix(Auto-Generated)".
  • If you want to make sequential numbers permanent: Do not use (disable) "① Prefix(Auto-Generated)".
    *Not recommended in environments where a large number of documents are issued daily.

Execute the Operation​

  1. Save
    Once the document number structure is determined, click the Save button.

    If the process is successful, the numbering rule will be applied to the target transaction related documents.
    If the process fails, an error will be notified. Please refresh the page and try again.

Important Notes​

Document Numbering Rules can only be configured by members with "Member/Admin" or higher permissions.​

Setting operations are permitted only for members with system roles/system permissions of "Primary Owner", "Owner", or "Member/Admin".

Users with "Member/Write" are only permitted to view the configuration status.

As long as the values of elements other than "Number" are the same, the numbers will be sequential.​

Here, "Number" refers to the sequential part (e.g., 000128) of the document number.

The "Number" will be sequential if the values of "Prefix(Auto-Generated)", "Prefix(Fixed)", and "Suffix(Fixed)" are the same.

Conversely, if the value of any element changes, the number count starts over from 1 at that point.
Specifically:

  • If the previously issued document number was 20251129-CN-000128-TY and a document is issued on November 30, 2025 (the next day), it becomes 20251130-CN-000001-TY.
  • If the previously issued document number was 202511-CN-000128-TY and a document is issued on December 1, 2025 (the next month), it becomes 202512-CN-000001-TY.
  • If the previously issued document number was 2025-CN-000128-TY and a document is issued on January 1, 2026 (the next year), it becomes 2026-CN-000001-TY.
  • If the previously issued document number was 20251203-CN-000128-TY and the Prefix(Fixed) is changed to -C/N-, and a document is issued on the same day, it becomes 20251203-C/N-000001-TY.

Note that if the numbering rule is updated multiple times and finally set to the same conditions as a rule issued in the past, the number count will resume inheriting the past sequence.

  • If the previously issued document number was 20251203-CN-000128-TY, the Prefix(Fixed) was changed to -C/N-, and 20251203-C/N-000001-TY was issued. After that, if the Prefix(Fixed) is returned to -CN-, the count will resume from 20251203-CN-000129-TY next time. (Of course, if the date changes, the count starts over from 000001.)

Missing numbers may occur.​

Assuming that a large number of orders may be received simultaneously, the specification is intentionally not strict for the purpose of enhancing system safety.
Even if the previous number was "1", the next number assigned may not necessarily be "2".

Already issued transaction related documents are not supported.​

The numbering rule is applied to transaction related documents issued after enabling the settings.
Already issued transaction related documents retain their original document numbers.

If the numbering rule is not configured, it will be automatically numbered in the DEXTRE default format.​

If you want to unify the document number format, please configure numbering rules for all document types.

The document number automatically assigned by DEXTRE by default is in the Year-Month-Day-Hour-Random Number format like 2025-12-10-09-gzGQiw.