In practice, we try to keep internal numbers in line with the chronological order. Unfortunately, it often happens that a client finds additional documents or receipts for the cash register, and you have no choice but to renumber the entire cash register. Manual renumbering is very labor-intensive, so below we will look at how to make your life easier by using an Excel import.
Below, we will walk through how to renumber a cash register using Excel. We will sort the cash register by internal numbers or dates and check that the sequence really is out of order:
1. Export to Excel
First, we export the data to Excel. Before we do that, however, we need to prepare the columns that will be required for the re-import.
Using the gear icon at the column level:
Set up the highlighted columns:
These 4 columns are all we need for the export. At the bottom, click the three-dot option, select "Export to Excel", choose "for import back into Flexi", and confirm the export:
Open the exported data and delete the columns you do not need. The file prepared for the next step should look like this:
❗Never change the values in the ID column; the program fills them in on its own.
2. Freeing up the internal numbers currently in use
If we simply changed the internal numbers as needed now, the import would fail. An error message would appear saying that the internal number is already used on another record.
For this reason, we need to overwrite the internal numbers in our Excel file with temporary, made-up numbers, which will free up the series we want. In Excel, we therefore change the internal numbers, for example, as follows:
Save the file prepared in this way and import it into the cash register to free up the internal numbers in Flexi. Using the three dots at the bottom (the same as for the export), select "Import from Excel" and choose the file we prepared.
To be safe, you can select the "do not create new records, only update existing ones" option. This ensures that if an error occurs that would create new documents, the import will not run at all.
Confirm the Import test, and you should receive a message showing that the corresponding number of records will be changed:
If everything is in order, confirm by clicking the "Import" button.
3. Renumbering the cash register by chronological order
Now that the internal numbers are freed up, we can assign them to the correct records in chronological order. In Excel, we sort the rows by date and then enter the correct internal numbers:
Now we enter the internal numbers so that the internal number sequence matches the date sequence:
Don't forget to save the finished file.
💡TIP: If your internal numbers end with a year, and therefore you can't simply fill them down, you can use the =CONCAT function.
It is easy to use: in an empty column (e.g., F), type the root of the number you need to change, "P0001". In a second column (e.g., G), type the suffix /2026. Fill down column F with the numbers incrementing, and fill down column G without changing the values. In the next column (in this case H, but it can be any other), type =CONCAT( and select the cells to join, giving =CONCAT(F2:G2), then press ENTER. Copy the resulting joined values and paste them as VALUES into the column prepared for the internal number.
4. Importing back into Flexi
We can now import the prepared file back. Again, in the cash register, select the three dots and Import from Excel. Upload the modified file and, in the same manner as for the import above, check the import settings:
After running the import test, confirm the live data upload:
As a result, the internal numbers will be in the same sequence as the dates:
