Numbering for KPO, PP, transport, contract, and warehouse documents
Prefixes, counters, and automatic numbering for contract types and other documents. Orders, Goods Receipts, Stock Transfers, Stock Write-offs and production numbering. How to assign a numbering series to a document category and organization.
Last updated 20 days ago
Numbering for KPO, PP, transport, and contracts
You can find the prefix and next number for KPO and PP documents under Settings → Sales in their respective tabs. Each type has its own sequence. The next number for transport documents is managed in the transport settings, while the prefix T is system-defined.
Internal warehouse documents have a separate numbering sequence defined in the warehouse settings. Therefore, do not alter the transport or internal warehouse document numbers under the mistaken impression that they refer to the same document.
Contract numbering is managed via the contract type settings. For a specific contract type, you can specify a prefix, enable automatic numbering, and choose between a numeric or date-based format. For the numeric method, specify the starting number and its length. Verify the new contract format by selecting the modified contract type.
Warehouse document prefixes and numbers
Go to Settings → Warehouse. In separate tabs, you will find the prefix and next number for supplier documents, internal documents, and—if applicable—production documents.
A specific number of digits for warehouse documents is set in the general tab. For example, the prefix PAJ and the next number 37 (with a length of 5) will result in a number with the numeric part 00037.
You can allow the series to be changed when editing a record. Enable this feature only if you have a clear correction procedure in place. After changing any sequence, verify a new document of that specific type, check the list, and review the corresponding PDF or Excel file.
Document series by category
Go to Settings → Documents. In the series table, enter the prefix and the next number, then select the document categories to which this series applies. If you use multiple organizations, select the appropriate organization; this column may not be visible for single-organization accounts. Then, confirm the row and save the page.
When a document of a selected category is created, Hanna looks for the series assigned to that specific category and organization. Therefore, ensure there is only one clear numbering sequence defined for each category-organization combination. If a category is not assigned to any series, an automatic number may not be suggested.
After modifying the configuration, open the new document form, select the organization and category, and verify the generated prefix and number. Sequences for other categories should remain unchanged. ---
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