Order Settings decides how your finance documents are numbered — the prefix on an invoice, how many digits it runs to, whether numbering restarts each year, and whether each site numbers separately. It also sets the format used when exporting to an accounting system.
Where to find it: Setup → Orders → Order Settings.
ON THIS PAGE
The screen
One section, Document Numbering, and a Save Settings button. The settings are held once for the whole account.
How a document number is built
The screen states the rule at the top, and it is worth reading before changing anything:
| Scope | Number is | Example |
|---|---|---|
| Per Site | Prefix + the site's sequence prefix + the padded sequence | INV-DM000001 |
| Per Account | Prefix + the padded sequence | INV000001 |
The site sequence prefix is not set here — it belongs to each site, under Setup → Sites. Order Settings only supplies the document prefix, the padding and the scope.
The fields
| Field | Meaning |
|---|---|
| Invoice Prefix | Leads every invoice number. |
| Credit Note Prefix | Leads every credit note number. |
| Bill Prefix | Leads every supplier bill number. |
| Credit Bill Prefix | Leads every credit bill number. |
| Number Reset | When the sequence returns to 1 — Never, Yearly or Monthly. |
| Number Padding (digits) | How many digits the sequence runs to, zero-filled. At 6, the first document is 000001. |
| Number Scope | Whether each site numbers separately or the whole account shares one sequence. |
| CSV Export Format | The layout used by the accounting export — Xero, MYOB or Generic. |
Choosing a number scope
- Per Site suits a business where each site invoices in its own right, or where you want to tell at a glance which site raised a document. Each site counts independently, so two sites both have an invoice ending 000001 — distinguished by the site's own prefix.
- Per Account gives one continuous sequence across the whole business. Numbers are unique on their own without a site prefix, which some accountants and auditors prefer.
Choosing a number reset
- Never is the safest and the usual choice: every document number is unique forever, and nothing repeats.
- Yearly or Monthly restarts the count, which keeps numbers short but means a number on its own no longer identifies a document —
INV000001will exist once per period. If you choose one of these, make sure your filing and any external system carry the date alongside the number.
Things to know
- Changes affect new documents only. Nothing already issued is renumbered — an invoice keeps the number it was given. Decide these settings before you issue your first document if you can.
- Changing prefix or padding mid-stream leaves a visible seam in your numbering. That is not an error, but it is worth noting in your own records so a gap in the pattern is not mistaken for a missing document.
- Sales orders, purchase orders and contracts are not numbered here. This screen covers invoices, credit notes, bills and credit bills.
- The site sequence prefix lives on the site, under Setup → Sites, and only appears in the number when scope is Per Site.
- The CSV format only affects the export file. It does not change how documents behave in QTRACA.