{"id":18655,"date":"2026-05-29T11:17:10","date_gmt":"2026-05-29T11:17:10","guid":{"rendered":"https:\/\/tenthplanet.in\/idempiere\/?p=18655"},"modified":"2026-06-05T11:29:56","modified_gmt":"2026-06-05T11:29:56","slug":"how-to-configure-document-sequence-in-idempiere","status":"publish","type":"post","link":"https:\/\/tenthplanet.in\/idempiere\/how-to-configure-document-sequence-in-idempiere\/","title":{"rendered":"How to Configure Document Sequence in iDempiere"},"content":{"rendered":"\n

The Document Sequence<\/strong> 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.<\/p>\n\n\n\n

In Distribution businesses, Document Sequence ensures that every transaction \u2014 whether a sales order, purchase order, goods receipt, or invoice \u2014 carries a unique, traceable reference number. Consistent numbering supports audit trails, regulatory compliance, and efficient document retrieval across all retail operations.<\/p>\n\n\n\n

Prerequisites<\/strong><\/h2>\n\n\n\n

Before starting, ensure the following:<\/p>\n\n\n\n

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

    Business Rules<\/h2>\n\n\n\n
      \n
    • Every business document in iDempiere must have a unique sequence assigned to generate traceable reference numbers.<\/li>\n\n\n\n
    • Each sequence must have a unique Name to prevent conflicts during document creation.<\/li>\n\n\n\n
    • Prefix values must be unique across sequences of the same document type to prevent duplicate number errors.<\/li>\n<\/ul>\n\n\n\n

      Navigation<\/strong><\/h2>\n\n\n\n

      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.<\/p>\n\n\n\n

      Menu \u2192 Performance Analysis and Accounting \u2192 Accounting Rules \u2192 Document Sequence<\/strong><\/p>\n\n\n\n

      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.<\/p>\n\n\n\n

      Step-by-Step Configuration<\/strong><\/h2>\n\n\n\n

      Step 1: Open the Document Sequence Window<\/strong><\/h3>\n\n\n\n

      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.<\/p>\n\n\n\n

      \"\"<\/figure>\n\n\n\n

      Step 2: Create a New Record<\/strong><\/h3>\n\n\n\n

      Click the New Record button in the toolbar to open a blank form.<\/p>\n\n\n\n

      New Record (+)<\/p>\n\n\n\n

      The form displays all available fields for the sequence. Complete each field as described below.<\/p>\n\n\n\n

      Field Reference<\/strong><\/h3>\n\n\n\n
        \n
      • Name – <\/strong>A clear, descriptive label for the sequence, such as Sales Invoice Sequence or Purchase Order Numbering<\/li>\n\n\n\n
      • Description – <\/strong>Additional context explaining the purpose or scope of this sequence<\/li>\n\n\n\n
      • Prefix – <\/strong>Text prepended to every generated number, for example SI- or PO-2024-<\/li>\n\n\n\n
      • Suffix – <\/strong>Text appended to every generated number; often left blank or used for branch codes<\/li>\n\n\n\n
      • Start No – <\/strong>The first number the sequence will generate when activated<\/li>\n\n\n\n
      • Increment – <\/strong>The step value between consecutive numbers; typically set to 1<\/li>\n\n\n\n
      • Current Next – <\/strong>The next number that will be issued; automatically updated after each use<\/li>\n\n\n\n
      • Decimal Pattern – <\/strong>Optional formatting mask applied to the numeric portion of the sequence<\/li>\n\n\n\n
      • Active – <\/strong>Controls whether the sequence is available for use in transactions<\/li>\n\n\n\n
      • Auto Numbering – <\/strong>When enabled, the system assigns numbers automatically without manual input<\/li>\n\n\n\n
      • Used for Record ID – <\/strong>When enabled, this sequence is used to generate internal system identifiers<\/li>\n<\/ul>\n\n\n\n

        Step 3: Configure the Upload France Document Sequence<\/strong><\/h3>\n\n\n\n

        This sequence is used for uploading France-specific document records. Enter the following values:<\/p>\n\n\n\n

        Field<\/strong><\/td>Value<\/strong><\/td><\/tr><\/thead>
        Name<\/td>France Document Sequence<\/td><\/tr>
        Description<\/td>France Document Sequence<\/td><\/tr>
        Prefix<\/td>FRANCE<\/td><\/tr>
        Suffix<\/td>(leave blank)<\/td><\/tr>
        Start No<\/td>1000<\/td><\/tr>
        Increment<\/td>1<\/td><\/tr>
        Current Next<\/td>9001744<\/td><\/tr>
        Decimal Pattern<\/td>(leave blank)<\/td><\/tr>
        Active<\/td>Enabled<\/td><\/tr>
        Auto Numbering<\/td>Enabled<\/td><\/tr>
        Used for Record ID<\/td>Disabled<\/td><\/tr>
        Activate Audit<\/td>Disabled<\/td><\/tr>
        Restart Sequence Every Month<\/td>Disabled<\/td><\/tr>
        Restart Sequence Every Year<\/td>Disabled<\/td><\/tr>
        Organisation Level<\/td>Disabled<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n

        Purpose<\/strong><\/h3>\n\n\n\n

        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.<\/p>\n\n\n\n

        Step 4: Configure Restart and Audit Options<\/strong><\/h3>\n\n\n\n

        The following optional settings control how the sequence behaves over time and whether changes to it are tracked:<\/p>\n\n\n\n

          \n
        • Activate Audit \u2014 When enabled, the system logs every change to the sequence record for compliance purposes. Disable this unless regulatory requirements demand it.<\/li>\n\n\n\n
        • Restart Sequence Every Month \u2014 When enabled, the Current Next value resets to the Start No at the beginning of each month. Useful for monthly reporting cycles.<\/li>\n\n\n\n
        • Restart Sequence Every Year \u2014 When enabled, the Current Next value resets at the start of each calendar year. Common for fiscal-year-aligned numbering.<\/li>\n<\/ul>\n\n\n\n
          Note: <\/strong>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.<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n

          Step 5: Configure Organisation and Tenant Scope<\/strong><\/h3>\n\n\n\n

          The scope fields determine which part of the organisation can use this sequence:<\/p>\n\n\n\n

            \n
          • Tenant \u2014 Automatically set by the system based on your login context. This cannot normally be changed.<\/li>\n\n\n\n
          • Organisation \u2014 Select the specific organisation that owns this sequence. Set to the asterisk (*) value to make the sequence available across all organisations.<\/li>\n\n\n\n
          • Organisation Level \u2014 When enabled, the system applies a separate counter per organisation. Disable this for shared sequences.<\/li>\n\n\n\n
          • Org Column \u2014 Only relevant when Organisation Level is enabled. Leave blank for standard configurations.<\/li>\n<\/ul>\n\n\n\n

            Step 6: Configure Value Format<\/strong><\/h3>\n\n\n\n

            The Value Format<\/strong> 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.<\/p>\n\n\n\n

            Example Value Format: LLLL-NNNNN (L = Letter, N = Numeric digit)<\/p>\n\n\n\n

            Step 7: Save the Record<\/strong><\/h3>\n\n\n\n

            After completing all required fields, save the record using the toolbar.<\/p>\n\n\n\n

            Save (disk icon or Alt + S)<\/p>\n\n\n\n

            Note<\/strong>: <\/strong>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.<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n

            Business Flow Overview<\/strong><\/h2>\n\n\n\n

            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.<\/p>\n\n\n\n

            Common Issues<\/strong><\/h2>\n\n\n\n
            Issue<\/strong><\/td>Resolution<\/strong><\/td><\/tr><\/thead>
            Mandatory field validation error when saving<\/td>Verify that Name and Start No are populated. These fields are always required.<\/td><\/tr>
            Sequence not visible when assigning to a Document Type<\/td>Confirm the Active flag is enabled and the Organisation scope is set correctly.<\/td><\/tr>
            Numbers are not being generated automatically<\/td>Ensure Auto Numbering is enabled on the sequence record.<\/td><\/tr>
            Sequence resets unexpectedly at the start of the month<\/td>Check whether Restart Sequence Every Month is enabled. Disable it if monthly resets are not required.<\/td><\/tr>
            Duplicate number error during document creation<\/td>Another sequence may share the same prefix. Review all sequences with similar prefixes and ensure uniqueness.<\/td><\/tr>
            Changes to Current Next not reflected in new documents<\/td>Run a Cache Reset from the system menu and log in again.<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n

            Best Practices<\/strong><\/h2>\n\n\n\n
              \n
            • Choose a Prefix that reflects the document type and organisation, for example SI-HQ- for Sales Invoice at Head Office<\/li>\n\n\n\n
            • Set the Start No to a value that leaves room for historical data if you are migrating from a legacy system<\/li>\n\n\n\n
            • Do not change the Current Next value in a live production system without first confirming with the business team<\/li>\n<\/ul>\n\n\n\n

              Next Steps<\/strong><\/h2>\n\n\n\n

              After completing Document Sequence<\/strong> configuration, continue with the following setup steps:<\/p>\n\n\n\n

                \n
              • Document Type \u2014 Assign the sequence to each document type<\/li>\n<\/ul>\n\n\n\n

                <\/p>\n","protected":false},"excerpt":{"rendered":"

                The Document Sequence window is used to define and manage automatic numbering rules for business documents within iDempiere. Each sequence […]<\/p>\n","protected":false},"author":3,"featured_media":0,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"footnotes":""},"categories":[67,68],"tags":[],"class_list":["post-18655","post","type-post","status-publish","format-standard","hentry","category-retail","category-masters"],"acf":[],"_links":{"self":[{"href":"https:\/\/tenthplanet.in\/idempiere\/wp-json\/wp\/v2\/posts\/18655","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/tenthplanet.in\/idempiere\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/tenthplanet.in\/idempiere\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/tenthplanet.in\/idempiere\/wp-json\/wp\/v2\/users\/3"}],"replies":[{"embeddable":true,"href":"https:\/\/tenthplanet.in\/idempiere\/wp-json\/wp\/v2\/comments?post=18655"}],"version-history":[{"count":1,"href":"https:\/\/tenthplanet.in\/idempiere\/wp-json\/wp\/v2\/posts\/18655\/revisions"}],"predecessor-version":[{"id":18741,"href":"https:\/\/tenthplanet.in\/idempiere\/wp-json\/wp\/v2\/posts\/18655\/revisions\/18741"}],"wp:attachment":[{"href":"https:\/\/tenthplanet.in\/idempiere\/wp-json\/wp\/v2\/media?parent=18655"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/tenthplanet.in\/idempiere\/wp-json\/wp\/v2\/categories?post=18655"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/tenthplanet.in\/idempiere\/wp-json\/wp\/v2\/tags?post=18655"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}