Set up number series

A number series decides what reference number a document or record gets, for example INV/2026/000143. Each series belongs to one document type. It issues numbers in order and never reuses one.

A reference is built from three parts:

Part	Example	Notes
Prefix	INV/{YYYY}/	Optional. Text before the number. It can include a date token (see below).
Number	000143	Padded with zeros to the number length you choose (1 to 12 digits). A number longer than that is shown in full.
Suffix	-HQ	Optional. Text after the number.

The prefix and suffix can include these tokens, which WbizManager fills in when it issues the number (in UTC):

Token	Becomes
{YYYY}	The year, for example 2026. So INV/{YYYY}/ becomes INV/2026/.
{YY}	The last two digits of the year, for example 26.
{MM}	The month, for example 11.
{SCOPE}	The project code. Only for document types that are numbered per project.

The next number is always the last number issued plus the step (Count up by). Numbers are never reused, so gaps are normal. A series can also restart its numbering every year or every month.

Numbers are issued by WbizManager when a document is saved, never by these screens. A series applies to your whole organisation, unless its document type is set per entity.

Steps

1. Open Settings › Number Series

   In the menu on the left, select Settings, then Number Series. The list shows each series with its Document type, Next number, Last issued, Step and Status.

   Under the document type you see its module and where it applies (Whole organisation, One entity or One branch). Under the step you see whether it never restarts, restarts yearly or restarts monthly. A series marked Automatic was created by WbizManager the first time a document needed a number.

   

   1. Number Series under Settings.
   2. New series starts a new series.
   3. How many series are active and inactive, and how many numbers have been issued in total.
   4. View audit trail opens the record of every number issued.
   5. Search by name, code or prefix, filter by document type, or show Active or Inactive series only.

   Once you have series, select a row to see its details, including the Running count (or Count per period for a series that restarts): how many numbers were issued in each year or month, and the last reference. The ⋮ menu at the end of each row has View details, Edit, View audit trail, and Activate or Deactivate.

2. Choose the document type and name the series

   Select New series. A panel opens with three short steps.

   

   1. Document type: the document or record that will use these numbers, grouped by module. Required.
   2. Series name: a name you'll recognise, for example Sales invoices 2026. Required.
   3. Series code is made from the name. Select Change to type your own. You can't change it after saving.

   When you pick a document type, WbizManager fills in its usual prefix, suffix, number length, start, step and restart for you. For example, Sales invoice fills in the prefix INV/{YYYY}/ and restarts every year. You can change them in the next step. Under Document type you see where the series applies: Applies across the whole organisation., or Applies to your entity for types that are set per entity.

3. Decide how the number looks

   

   1. Prefix (before the number) and Suffix (after the number). Both optional. The hint lists the tokens you can use.
   2. Number length: pick 4 to 8 digits, or Custom for 1 to 12.
   3. Start at: the first number issued. Usually 1.
   4. Count up by: how much each new number adds. Usually 1.
   5. Restart numbering: Never, Every year or Every month (see below).
   6. Preview shows the first reference and the three after it.
   7. Save and activate. If you leave Active off, the button says Save as inactive.

   Restart numbering	What happens
   Never	One sequence that keeps counting.
   Every year	Numbering restarts each January (UTC).
   Every month	Numbering restarts on the 1st of each month (UTC).

   Further down, in step 3, tick Active to start issuing numbers as soon as you save. Leave it off to save a draft you can finish later.

   A restart only makes sense with a date token in the prefix or suffix, for example INV/{YYYY}/, so that references from different years don't clash.

   Some document types follow a format set by the system. For those, the form says the format cannot be changed here and the format fields are locked.

4. Check the audit trail

   Select View audit trail on the list, or View audit trail in a row's ⋮ menu to see one series only.

   The audit trail is a read-only record, newest first. Each row shows the Time, Action, Reference, Series, User and What happened. Actions are:

   • Number issued: a document got a number.
   • Skipped (gap): a number was taken but its document was never saved, so it stays unused.
   • Series created, Series edited and Status changed: changes to a series.
   • Created automatically: WbizManager created the series the first time a document needed a number.
   • Number re-sent: a repeated request got the number it already had. No new number was used.
   • Counter set: the counter was set so numbering carries on from the previous system.

   Use the tabs All activity, Numbers issued, Gaps only and Series changes, or filter by From, To, Module, Document type, Series and User. You can also search by reference number. If the audit trail can't load, select Retry.

   

   1. Search by reference number.
   2. Filters: dates, module, document type, series and user.
   3. The activity tabs.

Rules to know

• A document type can have only one active series at a time. To switch to a new series, deactivate the old one first.
• Once a series has issued a number, its Document type, Start at, Number length, Count up by and Restart numbering are locked. You can still change the prefix and suffix. Changes apply to new numbers only.
• The Series code, and the entity and branch the series applies to, can never be changed after saving.
• If someone else changed the series while you were editing it, your save is refused and the panel closes. Open the series again and make your change again.
• Deactivate stops a series issuing numbers. When you activate it again, it carries on from its next number.

If something goes wrong

Message	What to do
Pick a document type. / Add a series name.	Fill in the field marked in red.
Must be between 1 and 12 digits.	Choose a number length from 1 to 12.
Must be 1 or more. (Count up by)	Enter a step of at least 1.
Another active series already covers this document type here. Deactivate that one first.	Deactivate the other series for that document type, or save this one as inactive.
That code is already used by another series. Pick a different one.	Select Change and give the series a different code.
That setting is fixed once the series has issued numbers. Only the prefix and suffix can still change.	Create a new series instead.
… is not a token. Use {YYYY}, {YY}, {MM}, {SCOPE}.	Use only the listed tokens in the prefix or suffix.
Another active series would issue the same numbers. Change the prefix or suffix.	Give this series a different prefix or suffix.
Someone else changed this series while you were editing. Reload it and make your change again.	Open the series again and redo your change.
This document type needs an entity, and your sign-in carries none. Ask an administrator to set one.	Ask your administrator to link your user to an entity.
This document type's format is fixed and cannot be changed.	Nothing to do: the system sets this format.

Related

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