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Document Settings

Overview​

Document Settings control how documents are numbered, what attachments are mandatory, and which documents require digital signatures. Configure automatic ID generation, document checklists, and signature requirements for all transaction types across your organization.

Prerequisites​

  • Tenant Administrator or System Admin role
  • Access to BizAdmin > Settings > System Settings
  • Understanding of document types used in your business

Accessing Document Settings​

  1. Navigate to BizAdmin from the main menu
  2. Click Settings in the left sidebar
  3. Select System Settings
  4. Click Documents section
  5. Three subsections: Auto Id, Docs Check List, Digital Signature

Auto Id Configuration​

Overview​

Auto Id controls automatic document numbering for all transaction types. Enable or disable auto-generation, set custom prefixes, and define starting numbers for each document type.

Numbering is gapless: while a form is open the number shown is only a preview, and the final number is assigned when the document is saved. Opening and abandoning a form never uses up a number, even when several people are creating documents at the same time.

Document Types with Auto Id​

ModuleEntityDefault PrefixDefault Start
ItemItemITMM001
Purchase RequestPR001
PurchaseRFQRFQ001
Purchase OrderPO001
GRNGRN001
Payment ModePM001
SalesCustomerCUS001
QuotationQN001
Sales OrderSO001
InvoiceINV001
Delivery ChallanDC001
SalesPayment ReceivedPAYREC001
SupplierSupplierSUP001
FinanceCredit NoteCN001
Debit NoteDN001

Viewing Auto Id Configuration​

Display Format:

ColumnDescription
ModuleBusiness module (Item, Purchase, Sales, Supplier, Finance)
EntityDocument type within module
Auto IDToggle to enable/disable automatic numbering
Fixed PartText prefix for document numbers (e.g., PO, INV, SO)
Series Start NumberStarting number for auto-increment sequence
ActionsEdit icon to modify configuration

Configuring Auto Id​

How to Edit:

  1. Locate the entity in the Auto Id table
  2. Click pencil icon in Actions column
  3. Configuration becomes editable

Toggle Options:

Auto ID Enabled (Checked):

  • System generates document numbers automatically
  • Uses Fixed Part + incrementing Series Number
  • Example: PO-999, PO-1000, PO-1001
  • Users cannot manually enter document IDs

Auto ID Disabled (Unchecked):

  • Users must manually enter document numbers
  • No automatic generation or validation
  • Useful for organizations with existing numbering systems
  • Risk of duplicate IDs if not managed carefully

Fixed Part Configuration:

  • Enter prefix text (2-10 characters)
  • Can include letters, numbers, hyphens
  • Common patterns: PO, INV, QN-2024, SO-DL (for Delhi branch)
  • Appears before the series number

Series Start Number:

  • Enter starting number (typically 1, 100, or 1000)
  • System increments from this number
  • Cannot decrease below highest used number
  • Use leading zeros for formatted display (e.g., 00001)
  1. Changes save when you click outside the field or move to next row
  2. New documents use updated configuration immediately

Auto Id Examples​

Standard Sequential:

  • Fixed Part: PO
  • Series Start: 1000
  • Generated IDs: PO-1000, PO-1001, PO-1002...

Year-Based:

  • Fixed Part: INV-2025
  • Series Start: 1
  • Generated IDs: INV-2025-1, INV-2025-2, INV-2025-3...

Branch-Specific:

  • Fixed Part: SO-DL (Delhi)
  • Series Start: 5000
  • Generated IDs: SO-DL-5000, SO-DL-5001...

Padded Numbers:

  • Fixed Part: ITEM
  • Series Start: 00001
  • Generated IDs: ITEM-00001, ITEM-00002... ITEM-00099, ITEM-00100

Document Checklist​

Overview​

Define mandatory document attachments for each entity type. Ensure compliance by requiring specific files before document submission or approval.

Configuring Document Checklists​

Access:

  1. Navigate to Documents > Docs Check List
  2. Select Module dropdown to filter entities

Available Modules:

  • Item
  • Purchase
  • Sales
  • Supplier
  • Finance

Module: Item​

Entity: Item

Document Checklist:

  • Item Image
  • Item Design
  • Warranty Document
  • Others (custom)

Purpose: Ensure complete product documentation with images, technical specs, and warranty info before item activation.

Editing Checklist:

  1. Click pencil icon for Item entity
  2. Modal opens showing Documents List
  3. Each document type listed with text field
  4. Add custom document types by:
    • Typing in empty text field
    • Click + icon to add more fields
  5. Click Save to apply changes

How It Works:

  • When creating/editing items, users must attach files for each checklist item
  • System validates attachments before allowing save
  • Missing attachments trigger warning messages

Module: Purchase​

Purchase Request:

  • Business Case
  • Approval Document
  • Others

RFQ:

  • RFQ Document
  • Item Designs
  • Terms & Conditions
  • Others

Purchase Order:

  • Supplier Quotation
  • PR Document
  • Others

Bill:

  • Invoice Copy
  • Delivery Challan
  • Delivery Images
  • Eway Bill
  • Inspection Report
  • Others

GRN:

  • GRN Document
  • Delivery Images
  • Others

Module: Sales​

Customer:

  • Customer PAN
  • Customer COA (Certificate of Authorization)
  • Customer Contract
  • Others

Sales Order:

  • Customer PO
  • Item Designs
  • Item Specifications
  • Others

Invoice:

  • Customer PO
  • Eway Bill
  • Others
  • POD (Proof of Delivery)

Module: Supplier​

Supplier:

  • Supplier COA
  • Supplier PAN
  • Cancelled Cheque
  • Contract
  • Supplier GST Certificate
  • Supplier MSME Certificate
  • Others

Module: Finance​

Credit Note:

  • Customer Acknowledgement
  • Evidence
  • Transport Documents
  • Other

Debit Note:

  • Supplier Correspondence
  • Transport Documents
  • Other

Adding Custom Document Types​

  1. Click Edit icon for the entity
  2. Scroll to empty text field at bottom
  3. Type document name (e.g., "Quality Certificate", "COA")
  4. Click + icon to add another field
  5. Add multiple custom types as needed
  6. Click Save

Custom documents appear in attachment section when creating/editing that entity.

Digital Signature​

Overview​

Enable digital signature stamps on official documents. Upload signature image and select which document types require approval stamps.

Configuring Digital Signature​

Access:

  1. Navigate to Documents > Digital Signature
  2. Toggle Enable Digital Signature to ON (green)
  3. Upload section and document options appear

Upload Signature Image​

Requirements:

  • Image size: 350x150 pixels (maximum)
  • Format: PNG, JPG
  • Transparent background recommended
  • Clear, professional signature or stamp design

Upload Process:

  1. Click upload icon or drag-and-drop area
  2. Select signature image file from computer
  3. Image preview appears
  4. Click trash icon to remove and re-upload if needed

Important: Signature applies across all selected document types. Use official company stamp or authorized signatory signature.

Select Document Types​

Available Options:

Document TypeDescription
Sales orderCustomer sales orders and confirmations
InvoiceSales invoices issued to customers
Purchase orderPurchase orders sent to suppliers
QuotationCustomer quotations and proposals

How to Select:

  1. Check the box next to each document type requiring signature
  2. Multiple selections allowed
  3. Checked documents will show signature when printed/downloaded
  4. Unchecked documents remain without signature

Common Configurations:

Full Signature Coverage:

  • ✓ Sales order
  • ✓ Invoice
  • ✓ Purchase order
  • ✓ Quotation

External Documents Only:

  • ✓ Invoice
  • ✓ Purchase order

Sales Documents Only:

  • ✓ Sales order
  • ✓ Invoice
  • ✓ Quotation

Saving Configuration​

  1. Ensure signature image uploaded
  2. Select appropriate document types
  3. Click Save button
  4. Digital signature now appears on selected documents

Where Signature Appears:

  • Bottom right or designated area on printed documents
  • PDF exports and downloads
  • Email attachments

Common Configuration Scenarios​

Scenario 1: Initial Auto Id Setup​

Situation: New organization setting up document numbering for the first time.

Steps:

  1. Navigate to Auto Id
  2. Review default prefixes (PO, INV, SO, etc.)
  3. Decide on numbering pattern:
    • Sequential from 1000: Use 1000 as start
    • Year-based: Change prefix to include year (PO-2025)
    • Branch-based: Add branch code to prefix (SO-DL, SO-MB)
  4. Enable Auto ID toggle for all entities
  5. Set Series Start Numbers
  6. Test by creating sample document

Time Required: 15-20 minutes

Scenario 2: Year-End Numbering Reset​

Situation: Company wants to reset invoice numbering for new financial year.

Steps:

  1. Navigate to Auto Id
  2. Locate Invoice entity
  3. Edit Fixed Part: Change from INV to INV-2026
  4. Reset Series Start Number to 1
  5. Save changes
  6. New invoices start with INV-2026-1

Note: Historical invoices retain original numbering. Only new documents use updated configuration.

Scenario 3: Compliance Document Setup​

Situation: Ensure quality certificates attached to all sales orders.

Steps:

  1. Navigate to Docs Check List
  2. Select Module: Sales
  3. Click Edit for Sales Order entity
  4. Add "Quality Certificate" to documents list
  5. Click + icon to add another field
  6. Add "Test Report"
  7. Click Save
  8. Users must now attach these documents to every sales order

Scenario 4: Adding Digital Signature​

Situation: Add company stamp to invoices and purchase orders.

Steps:

  1. Prepare signature image (350x150 pixels, PNG format)
  2. Navigate to Digital Signature
  3. Toggle Enable Digital Signature ON
  4. Upload signature image
  5. Check Invoice and Purchase order
  6. Click Save
  7. Print sample invoice to verify signature placement

Field Reference​

Auto ID Toggle​

  • Type: Checkbox
  • Default: Checked (enabled)
  • Effect: Enables/disables automatic number generation
  • Recommendation: Keep enabled for consistency

Fixed Part​

  • Type: Text input
  • Length: 2-10 characters
  • Format: Letters, numbers, hyphens
  • Examples: PO, INV-2025, SO-DL
  • Editable: Yes, anytime

Series Start Number​

  • Type: Numeric input
  • Range: 1 to 999999999
  • Format: Can include leading zeros (00001)
  • Constraint: Cannot decrease below highest used number
  • Editable: Yes, but use caution with existing documents

Document Checklist Items​

  • Type: Text list
  • Purpose: Define required attachments
  • Customizable: Yes, add as many as needed
  • Validation: System enforces during document save

Digital Signature Image​

  • Type: Image upload
  • Size: Maximum 350x150 pixels
  • Format: PNG, JPG
  • Recommendation: Use transparent PNG for professional look

Best Practices​

Configuration Tips

Auto ID Numbering:

  • Use consistent prefixes across document types for easy identification
  • Start series numbers at 1000 or higher for professional appearance
  • Include year in prefix if you reset numbering annually
  • Add branch codes to prefix for multi-location tracking

Document Checklists:

  • Only add documents that are truly mandatory
  • Use "Others" category for flexibility
  • Review checklists quarterly and remove unused items
  • Train users on attachment requirements before enforcement

Digital Signatures:

  • Use high-quality signature image with transparent background
  • Test signature placement on sample documents before enabling
  • Enable for external documents first (invoices, POs)
  • Ensure signature is authorized by management

Testing:

  • Create test documents after any configuration change
  • Verify numbering sequence works correctly
  • Check document checklist validation
  • Print sample documents to verify signature placement

Frequently Asked Questions​

Q: Can I change Auto ID prefix after creating documents?

A: Yes, but it only affects new documents. Existing documents keep their original IDs. Best practice is to change at year-end or fiscal year start.

Q: What happens if I disable Auto ID?

A: Users must manually enter document numbers. System doesn't validate uniqueness automatically, increasing risk of duplicates.

Q: Can different business units have different Auto ID prefixes?

A: Currently no, Auto ID configuration is platform-wide. Add branch code to Fixed Part for differentiation (e.g., PO-DL, PO-MB).

Q: What if I forget to attach required checklist documents?

A: System prevents saving the document and displays validation error listing missing attachments.

Q: Can I have multiple digital signatures for different approvers?

A: Currently, one signature applies to all selected document types. Multi-level approval signatures are planned for future release.

Q: How do I remove digital signature from a document type?

A: Navigate to Digital Signature settings, uncheck the document type, and click Save.

Q: Can I reset Series Start Number to a lower value?

A: No, if documents already exist with higher numbers. This prevents duplicate IDs. You can only increase the start number.

Q: Are document checklists mandatory or optional?

A: Configured checklists are mandatory. System enforces attachment of all listed documents before save is allowed.

Need help? Contact support at support@bizconnekt.com