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Setting Your Numbering Sequence for Invoices, Quotes, Etc.

You can set or reset the numbering sequence used for sales and purchase orders, various invoices, supplier quotes, etc. This is particularly useful if you're migrating your accounting records from another program to Actionstep.

Additionally, you can add a prefix or suffix to the numbering, which can help you categorize or identify transactions further. For example, you might include INV- at the start of every invoice number, or maybe you want to group invoices by year, so you could add -2024 to the end of an invoice number and then reset it at the start of 2025.

 

To do this:

  1. In Actionstep, go to Admin > Accounting. The Accounting page appears.
  2. Click Edit in the Auto-numbers section. The Auto Numbers page appears.
  3. In the Number Type column, click the link for the numbering you want to adjust. The Edit Auto Number window appears.
  4. In the Next number to use field, enter the starting number you want to use for the Number type you are editing (e.g., Purchase Order, Sales Quote, etc.).

  5. Optionally, in the Custom mask field, specify the text you want included in the numbering. Replace the [X] in the example below with your number and then add your prefix or suffix to the field.

    EXAMPLE: 
    INV[X] would generate a number like this: INV4547
    [X]-2024 would generate a number like this: 3620-2024
  6. Click Save to save your changes.

NOTE:  While this topic covers the auto-numbering used in financial records, it's worth noting that matter IDs also use auto-numbering. However, matter IDs are system-generated and cannot be customized, which means you cannot add prefixes, suffixes, or reset matter numbering.

If needed, Actionstep Support can manually adjust the next matter ID number upon request. This number can only be increased (not decreased), and it must be higher than the current highest-numbered matter ID. For example, if the current highest is 234600, the next can be set to 250000. Once updated, it cannot be rolled back.

If you want to simulate a yearly "reset" (e.g., start matter IDs with 25XXXX for 2025, 26XXXX for 2026), you can request this change from Actionstep Support at the start of each year.

If your firm wants to apply its own numbering format, the File Reference field in each matter can be used. This is a manual field and is not auto-generated.

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