{"id":8484,"date":"2025-12-10T13:46:32","date_gmt":"2025-12-10T11:46:32","guid":{"rendered":"https:\/\/support.simplbooks.fi\/fi\/kayttoohjeet\/changing-the-automatic-numbering-of-documents\/"},"modified":"2025-12-10T13:46:32","modified_gmt":"2025-12-10T11:46:32","slug":"changing-the-automatic-numbering-of-documents","status":"publish","type":"ht_kb","link":"https:\/\/support.simplbooks.fi\/fi\/en\/kayttoohjeet\/changing-the-automatic-numbering-of-documents\/","title":{"rendered":"Changing the Automatic Numbering of Documents"},"content":{"rendered":"\n<p><strong>This guide explains how to change the automatic numbering of invoices, quotes, and inventory entries.<\/strong><\/p>\n\n\n\n<div style=\"height:20px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<div class=\"su-note\"  style=\"border-color:#c0d6c5;border-radius:8px;-moz-border-radius:8px;-webkit-border-radius:8px;\"><div class=\"su-note-inner su-u-clearfix su-u-trim\" style=\"background-color:#DAF0DF;border-color:#ffffff;color:#333333;border-radius:8px;-moz-border-radius:8px;-webkit-border-radius:8px;\">\n\n\n\n<p><strong>What does automatic numbering mean?<\/strong><\/p>\n\n\n\n<p>Automatic numbering means that the program assigns sequential numbers to invoices and other documents automatically, in accordance with good bookkeeping practice, so you do not need to enter numbers manually.<\/p>\n\n\n\n<p><strong>\ud83d\udce2 <strong>Note!<\/strong> The program already has default automatic numbering settings configured,<\/strong> so changes are only needed if you do not want to use the default settings.<\/p>\n\n\n\n<\/div><\/div>\n\n\n\n<div style=\"height:35px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity\" \/>\n\n\n\n<div style=\"height:35px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<p><strong>1. Automatic numbering is changed under Settings &gt; Environment Settings<\/strong><\/p>\n\n\n\n<figure class=\"wp-block-image size-large\"><a href=\"https:\/\/support.simplbooks.fi\/fi\/wp-content\/uploads\/2025\/12\/1.png\" target=\"_blank\" rel=\"noreferrer noopener\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"413\" src=\"https:\/\/support.simplbooks.fi\/fi\/wp-content\/uploads\/2025\/12\/1-1024x413.png\" alt=\"\" class=\"wp-image-7550\" srcset=\"https:\/\/support.simplbooks.fi\/fi\/wp-content\/uploads\/2025\/12\/1-1024x413.png 1024w, https:\/\/support.simplbooks.fi\/fi\/wp-content\/uploads\/2025\/12\/1-300x121.png 300w, https:\/\/support.simplbooks.fi\/fi\/wp-content\/uploads\/2025\/12\/1-768x309.png 768w, https:\/\/support.simplbooks.fi\/fi\/wp-content\/uploads\/2025\/12\/1-50x20.png 50w, https:\/\/support.simplbooks.fi\/fi\/wp-content\/uploads\/2025\/12\/1-1536x619.png 1536w, https:\/\/support.simplbooks.fi\/fi\/wp-content\/uploads\/2025\/12\/1-920x371.png 920w, https:\/\/support.simplbooks.fi\/fi\/wp-content\/uploads\/2025\/12\/1-600x242.png 600w, https:\/\/support.simplbooks.fi\/fi\/wp-content\/uploads\/2025\/12\/1-320x129.png 320w, https:\/\/support.simplbooks.fi\/fi\/wp-content\/uploads\/2025\/12\/1.png 1603w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><\/a><\/figure>\n\n\n\n<p>The program automatically numbers the following documents: <\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Sales invoices and purchase invoices<\/li>\n\n\n\n<li>Quotes and sales orders<\/li>\n\n\n\n<li>Expense reports and expense claims<\/li>\n\n\n\n<li>Inventory entries<\/li>\n<\/ul>\n\n\n\n<div style=\"height:35px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity\" \/>\n\n\n\n<div style=\"height:35px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<p><strong>2. Automatic numbering formula <\/strong><\/p>\n\n\n\n<p>The automatic numbering formula defines the format in which invoice and voucher numbers are generated in the program. The formula consists of various characters, each with its own meaning.<\/p>\n\n\n\n<p>Characters used in the formula:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Y<\/strong> = Year<\/li>\n\n\n\n<li><strong>M<\/strong> = Month<\/li>\n\n\n\n<li><strong>D<\/strong> = Day<\/li>\n\n\n\n<li><strong>T<\/strong> = Accounting date (e.g. TY, TM, TD)<\/li>\n\n\n\n<li><strong>1-5N<\/strong> defines the length of the sequential number series<\/li>\n<\/ul>\n\n\n\n<p>Formula characters are separated from each other by the <strong>% sign<\/strong>. <br>Some letters and punctuation marks can also be used in the formula.<\/p>\n\n\n\n<div class=\"su-note\"  style=\"border-color:#c0d6c5;border-radius:8px;-moz-border-radius:8px;-webkit-border-radius:8px;\"><div class=\"su-note-inner su-u-clearfix su-u-trim\" style=\"background-color:#DAF0DF;border-color:#ffffff;color:#333333;border-radius:8px;-moz-border-radius:8px;-webkit-border-radius:8px;\">\n\n\n\n<p>\ud83d\udce2 <strong>Note!<\/strong> The number preceding the letter N defines the length of the sequential number series. When the defined number series is exhausted, numbering restarts from the beginning.<\/p>\n\n\n\n<p>For example, <strong>%2N<\/strong> means that the sequential numbering is two digits long (1\u201399). After that, numbering restarts from the beginning.&nbsp;For this reason, we recommend also including the year and\/or month in invoice numbers to avoid duplicate numbers.<\/p>\n\n\n\n<\/div><\/div>\n\n\n\n<div style=\"height:35px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity\" \/>\n\n\n\n<div style=\"height:35px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<p><strong>3. Examples<\/strong><\/p>\n\n\n\n<div class=\"su-note\"  style=\"border-color:#c0d6c5;border-radius:8px;-moz-border-radius:8px;-webkit-border-radius:8px;\"><div class=\"su-note-inner su-u-clearfix su-u-trim\" style=\"background-color:#DAF0DF;border-color:#ffffff;color:#333333;border-radius:8px;-moz-border-radius:8px;-webkit-border-radius:8px;\"><strong>Formula: %Y3N <\/strong><\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Generates invoice number <strong>25001<\/strong> (the first invoice of the year, where the year is followed by a three-digit sequential series)<\/li>\n\n\n\n<li>Numbering restarts at the beginning of each year:\n<ul class=\"wp-block-list\">\n<li>First invoice of 2026 = 26001<\/li>\n\n\n\n<li>First invoice of 2027 = 27001<\/div><\/div><\/li>\n<\/ul>\n<\/li>\n<\/ul>\n\n\n\n<p><\/p>\n\n\n\n<div class=\"su-note\"  style=\"border-color:#c0d6c5;border-radius:8px;-moz-border-radius:8px;-webkit-border-radius:8px;\"><div class=\"su-note-inner su-u-clearfix su-u-trim\" style=\"background-color:#DAF0DF;border-color:#ffffff;color:#333333;border-radius:8px;-moz-border-radius:8px;-webkit-border-radius:8px;\"><strong>Formula: %Y%M%4N <\/strong><\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Generates invoice number <strong>25030001<\/strong> (the first invoice of March 2025, where the month is followed by a four-digit sequential series)<\/li>\n\n\n\n<li>Numbering restarts at the beginning of each month:\n<ul class=\"wp-block-list\">\n<li>First invoice of April 2025 = 25040001<\/li>\n\n\n\n<li>First invoice of May 2025 = 25050001<\/div><\/div><\/li>\n<\/ul>\n<\/li>\n<\/ul>\n\n\n\n<p><\/p>\n\n\n\n<div class=\"su-note\"  style=\"border-color:#c0d6c5;border-radius:8px;-moz-border-radius:8px;-webkit-border-radius:8px;\"><div class=\"su-note-inner su-u-clearfix su-u-trim\" style=\"background-color:#DAF0DF;border-color:#ffffff;color:#333333;border-radius:8px;-moz-border-radius:8px;-webkit-border-radius:8px;\"><strong>Formula: ML-%Y%M-%3N <\/strong><\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Generates invoice number <strong>ML-2503-001<\/strong> (the first sales invoice of March 2025, where the month is followed by a three-digit sequential series, with the prefix ML and hyphens)<\/li>\n\n\n\n<li>Numbering restarts at the beginning of each month:\n<ul class=\"wp-block-list\">\n<li>First invoice of April 2025 = ML-2504-001<\/li>\n\n\n\n<li>First invoice of May 2025 = ML-2505-001 <\/div><\/div><\/li>\n<\/ul>\n<\/li>\n<\/ul>\n\n\n\n<div style=\"height:35px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity\" \/>\n\n\n\n<div style=\"height:35px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<div class=\"su-box su-box-style-default\" id=\"\" style=\"border-color:#a7bdac;border-radius:8px\"><div class=\"su-box-title\" style=\"background-color:#DAF0DF;color:#333333;border-top-left-radius:6px;border-top-right-radius:6px\">Other related guides:<\/div><div class=\"su-box-content su-u-clearfix su-u-trim\" style=\"border-bottom-left-radius:6px;border-bottom-right-radius:6px\">\n\n\n\n<div class=\"su-list\" style=\"margin-left:0px\">\n\n\n\n<ul class=\"wp-block-list\">\n<li><i class=\"sui sui-book\" style=\"color:#333\"><\/i> <a href=\"https:\/\/support.simplbooks.fi\/fi\/kayttoohjeet\/uuden-myyntilaskun-tekeminen\/\" data-type=\"ht_kb\" data-id=\"340\" target=\"_blank\" rel=\"noreferrer noopener\">Creating a new sales invoice<\/a><\/li>\n\n\n\n<li><i class=\"sui sui-book\" style=\"color:#333\"><\/i> <a href=\"https:\/\/support.simplbooks.fi\/fi\/kayttoohjeet\/tarjouksen-tekeminen\/\" data-type=\"ht_kb\" data-id=\"917\" target=\"_blank\" rel=\"noreferrer noopener\">Creating a quote<\/a><\/li>\n\n\n\n<li><i class=\"sui sui-book\" style=\"color:#333\"><\/i> <a href=\"https:\/\/support.simplbooks.fi\/fi\/kayttoohjeet\/matkalaskun-tekeminen\/\" data-type=\"ht_kb\" data-id=\"4736\" target=\"_blank\" rel=\"noreferrer noopener\">Creating an expense report<\/a><\/li>\n\n\n\n<li><i class=\"sui sui-book\" style=\"color:#333\"><\/i> <a href=\"https:\/\/support.simplbooks.fi\/fi\/kayttoohjeet\/kululaskut\/\" data-type=\"ht_kb\" data-id=\"5129\" target=\"_blank\" rel=\"noreferrer noopener\">Creating an expense claim<\/a><\/li>\n<\/ul>\n\n\n\n<\/div><\/div><\/div>\n\n\n\n<div style=\"height:35px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n","protected":false},"author":0,"comment_status":"open","ping_status":"closed","template":"","format":"standard","meta":{"footnotes":""},"ht_kb_category":[120,116,115],"ht_kb_tag":[],"class_list":["post-8484","ht_kb","type-ht_kb","status-publish","format-standard","hentry","ht_kb_category-inventory","ht_kb_category-purchases","ht_kb_category-sales"],"_links":{"self":[{"href":"https:\/\/support.simplbooks.fi\/fi\/en\/wp-json\/wp\/v2\/ht_kb\/8484","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/support.simplbooks.fi\/fi\/en\/wp-json\/wp\/v2\/ht_kb"}],"about":[{"href":"https:\/\/support.simplbooks.fi\/fi\/en\/wp-json\/wp\/v2\/types\/ht_kb"}],"replies":[{"embeddable":true,"href":"https:\/\/support.simplbooks.fi\/fi\/en\/wp-json\/wp\/v2\/comments?post=8484"}],"version-history":[{"count":0,"href":"https:\/\/support.simplbooks.fi\/fi\/en\/wp-json\/wp\/v2\/ht_kb\/8484\/revisions"}],"wp:attachment":[{"href":"https:\/\/support.simplbooks.fi\/fi\/en\/wp-json\/wp\/v2\/media?parent=8484"}],"wp:term":[{"taxonomy":"ht_kb_category","embeddable":true,"href":"https:\/\/support.simplbooks.fi\/fi\/en\/wp-json\/wp\/v2\/ht_kb_category?post=8484"},{"taxonomy":"ht_kb_tag","embeddable":true,"href":"https:\/\/support.simplbooks.fi\/fi\/en\/wp-json\/wp\/v2\/ht_kb_tag?post=8484"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}