Set how your records are numbered

Choose the prefix, separator, number length and next number for quote, invoice, work order and other record numbers, and give a branch its own series.

In the sidebar, open Settings, then choose Record Numbering under Records & Fields. The page address is /settings/org/record-numbering.

Every quote, invoice, work order, ticket and so on gets a human-readable number such as INV-000123. This page sets the pattern for each kind of record.

Before you start

• Your admin has to give your role permission to change record numbering. Without it the fields are read-only.
• Do this before your team creates real records. A record gets its number when the draft is created, and the number locks once the record leaves draft or reaches a customer. Prefixes are always stored in capitals.

Steps

1. Scroll to the group you want, for example Billing & Commerce, and find the card for the record type, such as Invoices.
2. Type the Organization prefix, for example INV or a code your old system used.
3. Choose a Separator: Hyphen or None.
4. Set Padding, the number of digits Nova pads the number to (6 gives 000123).
5. Set Next number if you are continuing from an old series. Nova gives out this number next and counts up from it.
6. Leave Active on Yes. A sequence set to No blocks new records of that type.
7. Press Save on the card. The Preview in the card's corner shows what the next number will look like.

To give one branch its own series, use Branch overrides at the bottom of the card: pick a branch from Choose branch, press Add override, then fill in that row's Prefix, Separator, Padding, Next number and Active and save it. Use a different prefix for every active override so two branches never give out the same number.

What you see

• The four cards at the top count your Tracks (every sequence you can set up) and Branch Overrides, show how many sequences are Recalc Needed, and remind you that Formatting is Uppercase only.
• Each card is marked Configured once you have saved it, or Seeded default while it still uses Nova's starting values.
• Reset on a card returns it to the seeded default. Recalculate sets Next number from the highest number already in use, and the card shows the current and recommended next numbers.
• Tickets keep a fixed TKT- prefix so email replies match up; only their next number can change.

If something looks different

• A card warns that the stored next number does not match live records: someone imported or renumbered records. Press Recalculate.
• A card shows a namespace conflict in red: two active sequences share a prefix. Change one of the prefixes.
• Add override is missing on a card: that record type does not support branch overrides. It is greyed out: every active branch already has an override on that card.

Open Record Numbering