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Why is the internal document number used?
The Number field is used to identify a document within the FirstBIT Software system. The internal number, together with the document date and time, helps the system maintain the document sequence and distinguish documents of the same type.
Automatic numbering allows the system to assign document numbers according to the configured numbering rules and maintain the required numbering sequence and uniqueness.
The company may configure its own numbering rules according to its business requirements. For example, different numbering sequences, prefixes, or other numbering settings can be used for different document types or Entities.
The internal document number is also used when generating a document barcode. The barcode includes the document prefix and internal reference number. For more information, see How to work with document barcodes.
Therefore, the number automatically suggested by the system should normally be kept unchanged unless there is a specific business requirement to use another number and the corresponding numbering rules have been configured.
Why does a warning appear when editing the Number field?
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If users manually replace automatically generated numbers without following a common numbering rule, the document numbering sequence may become inconsistent.
This may result in:
- gaps or unexpected changes in the numbering sequence;
- difficulties in identifying and searching for documents;
- duplicate or conflicting numbers if the configured uniqueness rules are not followed;
- inconsistent numbering between users or Entities.
For this reason, users should normally allow the system to assign the Number automatically. If the purpose is to record the number from an original document received from a supplier, use the In doc # field instead.
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