Document series can be set up separately for each module. A document series determines how documents of a specific type are numbered.
Adding a document series
The quickest way to find document series is through the search field in the top bar: just type "document series" and select the series for the module you need.
Or open them in Settings in the Records group, under Documents and then Document series.
Then select the relevant module:
A list of existing document series is displayed. To edit an existing series, click the pencil icon on the selected row; to add a new one, click the New button.
Give the series a name so you know which document type it belongs to, and fill in the abbreviation. Set up the numbering in the table below them; each row applies to one accounting period:
Accounting period: the year for which the document series applies (taken from the Accounting periods module).
Number length: how many digits the number will have. With a length of 6, zeros are added so that the number looks like "000001". However, this depends on whether Show zeros is enabled; without it, the first number will be just "1".
Prefix: placed before the number; it usually identifies documents of the given type, for example VF or ZÁL.
Postfix: placed after the number; it usually identifies the accounting period. For example,
/%YY%adds a slash and the two-digit year after the number, based on the accounting period. The abbreviation YY works only for years; MM for months and DD for days do not work here.Current no.: the current number from which the next document is counted. It is useful when a number has disappeared from the series and is no longer offered: if you want number 7, set the current number to 6. If numbers 8, 9… already exist in Flexi, the next document will skip them and offer the first free number.
You can display additional columns using the gear icon on the right in the table header. On the hidden columns tab, you will find, for example, the following:
Show zeros: whether leading zeros should be displayed, for example 0001/22, or 1/22.
ID: the database number of the document series; it cannot be changed.
Start: the number with which the document series begins.
Last modified: the date the document series was last modified.
Finally, save the document series using the Save and close button.
Assigning a document series to a document type
The document series still needs to be assigned to the relevant document type. You can find document types in Settings in the Records group under Documents, or via the search field. In this example, we are working with issued invoice types.
Open the relevant document type (or create a new one using the New button) and select the series you created in the Document series field:
After you save, all new invoices of this type will be numbered according to the selected document series.
⚠️ Changing the document series affects only newly created documents; documents that have already been created are not renumbered. You can change the internal number of existing documents by importing from Excel based on the ID column, or overwrite it manually if this is allowed in the company settings: Settings, Modules, Accounting, Documents tab, Manual overwriting of document numbers option.
Frequently asked questions
What is the fastest way to change the numbers on documents that have already been created?
If there are so many documents that you don't want to overwrite them manually, export them to Excel. You must also export the ID column, which is used to change the internal number; otherwise, new invoices would be created.
Another option is to change the numbers via the API: use the ID to specify which document is affected, and use the <kod> element to modify the internal number, for example:
<winstrom version="1.0">
<faktura-vydana>
<id>10</id>
<kod>VF0125/2018</kod>
</faktura-vydana>
</winstrom>
A number is missing from the series (for example, after a document was deleted) and is no longer offered.
You can overwrite the internal number manually if you enable this in the company settings (see above), or in the document series, set the current number to one lower than the number you need. The number will then be offered again, provided no other document in Flexi has it. If it is still not offered, check whether a document with this number really doesn't exist and you just can't see it, for example because of a filter.