How to Configure Document Sequence in iDempiere

The Document Sequence window is used to define and manage automatic numbering rules for business documents within iDempiere. Each sequence controls how system-generated identifiers are formatted, incremented, and reset over time.

In Distribution businesses, Document Sequence ensures that every transaction — whether a sales order, purchase order, goods receipt, or invoice — carries a unique, traceable reference number. Consistent numbering supports audit trails, regulatory compliance, and efficient document retrieval across all retail operations.

Prerequisites

Before starting, ensure the following:

Initial Tenant Setup has been completed successfully
You are logged in with a role that has administrative or configuration access rights
The relevant organisations are already defined in the system
You have identified the document types that require custom numbering

Business Rules

Every business document in iDempiere must have a unique sequence assigned to generate traceable reference numbers.
Each sequence must have a unique Name to prevent conflicts during document creation.
Prefix values must be unique across sequences of the same document type to prevent duplicate number errors.

Navigation

To access the Document Sequence window, use the application menu. The exact path depends on your menu configuration, but the window is typically located under the System or General Setup area.

Menu → Performance Analysis and Accounting → Accounting Rules → Document Sequence

The window displays all existing document sequence records. You can search, filter, and scroll through the list to locate an existing sequence or proceed to create a new one.

Step-by-Step Configuration

Step 1: Open the Document Sequence Window

Navigate to the Document Sequence window using the menu path described in the Navigation section above. The grid view shows all sequences currently configured for the tenant.

Step 2: Create a New Record

Click the New Record button in the toolbar to open a blank form.

New Record (+)

The form displays all available fields for the sequence. Complete each field as described below.

Field Reference

Name – A clear, descriptive label for the sequence, such as Sales Invoice Sequence or Purchase Order Numbering
Description – Additional context explaining the purpose or scope of this sequence
Prefix – Text prepended to every generated number, for example SI- or PO-2024-
Suffix – Text appended to every generated number; often left blank or used for branch codes
Start No – The first number the sequence will generate when activated
Increment – The step value between consecutive numbers; typically set to 1
Current Next – The next number that will be issued; automatically updated after each use
Decimal Pattern – Optional formatting mask applied to the numeric portion of the sequence
Active – Controls whether the sequence is available for use in transactions
Auto Numbering – When enabled, the system assigns numbers automatically without manual input
Used for Record ID – When enabled, this sequence is used to generate internal system identifiers

Step 3: Configure the Upload France Document Sequence

This sequence is used for uploading France-specific document records. Enter the following values:

Field	Value
Name	France Document Sequence
Description	France Document Sequence
Prefix	FRANCE
Suffix	(leave blank)
Start No	1000
Increment	1
Current Next	9001744
Decimal Pattern	(leave blank)
Active	Enabled
Auto Numbering	Enabled
Used for Record ID	Disabled
Activate Audit	Disabled
Restart Sequence Every Month	Disabled
Restart Sequence Every Year	Disabled
Organisation Level	Disabled

Purpose

This sequence provides unique reference numbers for France-specific document uploads. The prefix FRANCE distinguishes these records from other document types, enabling easy identification and filtering in transaction screens and reports.

Step 4: Configure Restart and Audit Options

The following optional settings control how the sequence behaves over time and whether changes to it are tracked:

Activate Audit — When enabled, the system logs every change to the sequence record for compliance purposes. Disable this unless regulatory requirements demand it.
Restart Sequence Every Month — When enabled, the Current Next value resets to the Start No at the beginning of each month. Useful for monthly reporting cycles.
Restart Sequence Every Year — When enabled, the Current Next value resets at the start of each calendar year. Common for fiscal-year-aligned numbering.

Note: For general-purpose document sequences in retail, leave both restart options disabled unless your business requires period-specific numbering such as INV-2024-00001 with a fresh counter each year.

Step 5: Configure Organisation and Tenant Scope

The scope fields determine which part of the organisation can use this sequence:

Tenant — Automatically set by the system based on your login context. This cannot normally be changed.
Organisation — Select the specific organisation that owns this sequence. Set to the asterisk (*) value to make the sequence available across all organisations.
Organisation Level — When enabled, the system applies a separate counter per organisation. Disable this for shared sequences.
Org Column — Only relevant when Organisation Level is enabled. Leave blank for standard configurations.

Step 6: Configure Value Format

The Value Format field allows you to define a template pattern that controls the structure of the generated value. Leave this blank if you want the system to produce plain numeric output combined with the prefix and suffix you have already defined.

Example Value Format: LLLL-NNNNN (L = Letter, N = Numeric digit)

Step 7: Save the Record

After completing all required fields, save the record using the toolbar.

Save (disk icon or Alt + S)

Note: The Document Sequence record is created. The sequence is now available for assignment to document types and will begin issuing numbers from the configured Start No.

Business Flow Overview

Document sequences sit at the foundation of every transaction flow in iDempiere. When a user creates a new document, the system references the assigned sequence to generate the next available number automatically.

Common Issues

Issue	Resolution
Mandatory field validation error when saving	Verify that Name and Start No are populated. These fields are always required.
Sequence not visible when assigning to a Document Type	Confirm the Active flag is enabled and the Organisation scope is set correctly.
Numbers are not being generated automatically	Ensure Auto Numbering is enabled on the sequence record.
Sequence resets unexpectedly at the start of the month	Check whether Restart Sequence Every Month is enabled. Disable it if monthly resets are not required.
Duplicate number error during document creation	Another sequence may share the same prefix. Review all sequences with similar prefixes and ensure uniqueness.
Changes to Current Next not reflected in new documents	Run a Cache Reset from the system menu and log in again.

Best Practices

Choose a Prefix that reflects the document type and organisation, for example SI-HQ- for Sales Invoice at Head Office
Set the Start No to a value that leaves room for historical data if you are migrating from a legacy system
Do not change the Current Next value in a live production system without first confirming with the business team

Next Steps

After completing Document Sequence configuration, continue with the following setup steps:

Document Type — Assign the sequence to each document type

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