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Auto Id

Auto Id gives every document you create — a quotation, a sales order, an invoice, a purchase order — its own reference number, generated automatically. You never type a number, never keep a spreadsheet of "what was the last invoice number", and never risk two documents sharing a reference. You decide the shape of the number once per document type, and the system counts from there.

A finished number looks like INV-2526-0001: a fixed part you choose (INV), an optional financial-year stamp (2526 for 2025–26), and a running count that goes up by one each time (0001, 0002, 0003…).

Availability

Auto Id lives in the Admin console and is set up by a Tenant Administrator or System Admin. The numbering you set applies to documents created by everyone in the business unit.

What is Auto Id?​

Every document type has its own independent counter. Invoices count separately from purchase orders, which count separately from quotations. For each type you control three things:

PartWhat it isExample
On / OffWhether numbers are generated automatically at allOn (recommended)
Fixed partThe text that starts every number for this type — usually a short code, and optionally the financial yearINV, INV-2526, PO-DEL
Series startThe number the count begins from1, 1000, 0001

Put together, a document created with fixed part INV-2526 and series start 1 becomes INV-2526-0001, then INV-2526-0002, and so on.

Why numbers never clash or skip​

Bizconnekt hands out each number at the moment you save a document, not when you open the form.

  • While you are filling in a form, the number you see is only a preview.
  • If you close the form without saving, or the save fails, no number is used up — the next document takes it instead.
  • Even when several people create invoices at the exact same moment, each one gets its own number. Two documents can never end up sharing a reference.

The result is a clean, unbroken run of numbers with no accidental duplicates and no unexplained gaps.

Set up numbering for a document type​

  1. Open the Admin console and go to Settings → Documents → Auto Id.
  2. Find the document type you want in the list (for example, Invoice or Purchase Order).
  3. Click the edit icon on that row.
  4. Make sure Auto Id is switched on so numbers are generated for you.
  5. Set the fixed part — the text every number should start with.
  6. Set the series start — the number to begin counting from.
  7. Save. New documents of that type use the new format straight away.

Existing documents keep the numbers they already have. Only documents created after the change follow the new format.

Choosing a fixed part​

The fixed part is how anyone reading the document instantly knows what it is and, if you include it, which year or branch it belongs to. A few common patterns:

GoalFixed partNumbers you get
Simple and clearINVINV-0001, INV-0002…
Reset each financial yearINV-2526INV-2526-0001, INV-2526-0002…
Separate a branch or locationPO-DELPO-DEL-0001, PO-DEL-0002…
Starting a fresh series each year

If you include the financial year in the fixed part (for example, changing INV-2526 to INV-2627 at year-end) and reset the series start back to 1, your numbering begins fresh for the new year while every past document keeps its original reference.

What Auto Id affects​

  • Every new document of that type gets its reference automatically — on invoices you send, orders you raise, and everything in between.
  • The reference is what your team, your customers and your suppliers use to find and talk about a document, and it appears on the printed and shared copy.
  • Turning Auto Id off for a type means people must type the number in by hand, which puts the responsibility for keeping numbers unique back on your team. Leave it on unless you have a specific reason not to.

Need help? Contact support at support@bizconnekt.com