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The internal document number is also used when generating a document barcode.The barcode includes the document prefix and the internal reference number. In other words, it contains the internal document number displayed in the document's Number field, including the configured document prefix. This allows the document to be uniquely identified by scanning its barcode. 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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