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Document Naming Settings

Document Naming Settings allow you to configure naming series for masters and transactions by assigning prefixes and numbering patterns to documents.

Each naming series generates unique document IDs. For example, a series such as
INV12#### generates document numbers like
INV120001, INV120002, and so on.

You can also maintain multiple naming series for the same document type. Examples include:

  • ACC-SINV-.YYYY.-
  • SINV12####
  • SALESINV-00####

How to Access Document Naming Settings

Go to:

Home > Settings > Document Naming Settings

1. Setting Up Naming Series for Documents

Naming Series allows every document type to follow its own numbering pattern.

Steps

  1. Select the document type for which you want to configure the naming series.
  2. Edit or add one or more naming series using unique prefixes.
  3. The first series becomes the default naming series.
  4. Add every additional naming series on a new line.
  5. Click Update to save the configuration.

 

User Must Always Select

Enable the User must always select option if users should manually choose a naming series while creating documents.

When enabled, no default naming series will be selected automatically.

Update Series

You can also define the starting point of a naming series by entering the series name and the starting number in the
Update Series section.

Note:
Reload the application from Settings → Reload to view newly added naming series.

2. Financial Year in Naming Series

You can include the financial year in document names by adding the year to the naming pattern.

For example:

ACC-SINV-.19-20.-

This approach is commonly used to maintain separate numbering sequences for every financial year.

 

3. Updating the Current Value of an Existing Naming Series

You can modify the current sequence number of an existing naming series whenever required.

Steps

  1. Open the Update Series section.
  2. Select the naming series prefix.
  3. The current sequence number is displayed automatically.
  4. Enter the new starting or current sequence number.
  5. Click Update Series Number.

For example, if the current Sales Order numbering is 16 and you want future documents to begin from
50, update the sequence accordingly. All newly created documents will continue from the revised number.

Tip:
You can maintain separate naming series for different customer categories, branches, or retail outlets.

4. Using Field Values in Naming Series

Naming Series can also dynamically include values from document fields.

For example, if Suppliers have a custom field called Vendor ID, it can be incorporated into the naming pattern.

PO-.YY.MM.-.vendorid.-.####

This generates document names similar to:

PO-1503-WN-00001

5. Updating Amended Documents

ERPNext also allows you to define how amended documents should be named.

Configuration Options

  1. Navigate to the Amended Documents section.
  2. Select one of the following methods:
    1. Apply the Default Amend Counter for all document types.
    2. Configure custom amendment naming for selected document types.
  3. Click Update Amendment Counter to save the configuration.

 

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