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Documentation Index

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Document Numbering changes future document numbers only. Existing orders, invoices, quotes, purchase orders, checks, returns, payments, journals, and inventory transfers keep the numbers they already received.

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Open Document Numbering

  1. Open Settings.
  2. Choose Entity Settings.
  3. Open the Documents and Email group.
  4. Choose Document Numbering.
Document Numbering settings table with document type, prefix, padding, current value, next preview, and edit controls

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What You Can Change

Each row controls one document sequence. Arcus shows the readable document type, the stored counter type, the prefix, the padding, the current value, and the next number preview. You can change:
  • Prefix: the letters or text placed before the number.
  • Padding: the minimum number of digits in the numeric part.
You cannot change:
  • Current value: this is intentionally read-only so issued numbers cannot be moved backward or reused.

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Common Counter Types

CounterExample use
Sales OrdersSales order numbers.
InvoicesCustomer invoice numbers.
QuotesQuote numbers before conversion.
Purchase OrdersVendor purchase order numbers.
RMAsCustomer return authorization numbers.
Journal EntriesJournal entry numbers.
Account NumbersCustomer or vendor account numbers.
Vendor BillsAP bill numbers generated by Arcus.
AP PaymentsVendor payment numbers.
ChecksCheck numbers controlled by the check workflow.
Inventory TransfersTransfer document numbers.
Vendor ReturnsVendor return numbers.
RefundsRefund document numbers.

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Edit A Counter

  1. Find the document type you want to change.
  2. Click Edit.
  3. Update the prefix or padding.
  4. Review Next Preview.
  5. Click Save.
  6. Create a safe draft document and confirm the number looks correct.
Prefix must be filled in and can be up to 20 characters. Padding must be a whole number from 1 to 12.

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How The Next Preview Works

The next preview is calculated from the current value plus one. For example, if the prefix is SO-, padding is 7, and the current value is 123, the next preview is SO-0000124. Changing the prefix from SO- to ACME-SO- changes future sales orders. It does not rename SO-0000123 or any earlier order.
Never try to reuse issued numbers Duplicate document numbers create customer confusion, accounting cleanup, and audit questions. If the next preview is already in use, stop and review the history before issuing new documents.

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When To Change Numbering

Good reasons:
  • A new entity needs a company-specific numbering style before launch.
  • A migrated business wants future numbers to match legacy formatting.
  • A prefix is unclear and should be made more specific.
  • Padding should be expanded before the sequence grows past the current width.
Bad reasons:
  • Hiding a mistake in a previous sequence.
  • Reusing a cancelled or voided number.
  • Making a production system match a temporary test record.
  • Changing check numbers without matching the physical check stock process.

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Multi-Admin Behavior

Document Numbering refreshes when another admin updates a counter. If you are editing a row, Arcus avoids clobbering the row you are actively changing, but you should still coordinate live numbering changes with other admins.

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What To Test After Saving

  • Create a draft sales order, quote, purchase order, or invoice for the changed counter.
  • Confirm the next number uses the expected prefix and padding.
  • Confirm old documents still show their original numbers.
  • If checks are involved, confirm the check register and physical check stock still align.
  • If integrations import or export document numbers, confirm the downstream system accepts the new format.

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Common Blocks

  • Save is disabled: the prefix or padding has not changed, the prefix is blank, or padding is outside the allowed range.
  • Next preview looks too short: increase padding before saving.
  • Current value cannot be edited: Arcus protects it so historical numbers are not reused.
  • A teammate sees a different value: refresh the page after another admin saves.
  • External system rejected a new number: review the prefix format and any integration rules that expect a specific pattern.

Documents and Email Settings

Review the full Documents and Email group and how numbering fits with PDFs, templates, and quote behavior.

Creating Orders

Create sales orders and confirm how order numbers appear in daily workflows.

Invoice Management

Understand invoice creation, posting, sending, payment, correction, and voiding.

Audit Log and Compliance Tools

Review high-impact admin changes and compliance exports.