Document series can be configured separately for each module. By setting up document series, you can define how documents of a specific type will be numbered.
Adding a document series
Document series can be found in the Settings menu, or you can search for them directly using the search bar.
Settings / Records / Document series — then select the module you are currently working with:
A list of existing document series will be displayed. You can either edit an existing series or add a new one by clicking the New button:
Give the series a name so you know which document type it belongs to, and define an abbreviation:
Configure the numbering in the blue row by defining the following fields:
Accounting period — based on the "Manage accounting periods" menu; select the year for which the document series applies.
Number length — determines how long the number will be. For example, if you enter 6 digits, zeros will be padded so the number appears as "000001". This is affected by whether you check the "Show zeros" option — if you choose not to display zeros, the first number will simply be "1".
Prefix — typically used to identify documents of a given type, e.g., INV, ADV, etc. It is always placed before the document number.
Postfix — placed after the number and is usually used to indicate the accounting period. For example, you can set /%YY%, which will append a slash and the two-digit year (e.g., 22) based on the current accounting period. The YY abbreviation works for years only; MM for months and DD for days are not supported.
Current number — allows you to set the current number for the next document. This is particularly useful when a number has gone missing from the number sequence and is no longer being offered. For example, if you want number 7, set the current number to 6. If numbers 8, 9, etc. already exist in Flexi, the next document will skip those numbers and offer the next available one.
Using the Settings icon, you can add additional fields:
Show zeros — lets you choose whether to display leading zeros in numbers, e.g., 0001/22 or 1/22.
ID — the database identifier of the document series; cannot be changed.
Start — the starting number from which the document series will begin.
Last modified — the date of the last change made to the document series.
Save the document series by clicking the Save button.
Assigning a document series to a document type
You now need to assign the document series to the relevant document type. Go to Settings or use the search bar to find Document Types for the module you are currently configuring. In this example, that would be sales invoices.
Select the appropriate document type or create a new one by clicking the New button:
Then assign the document series you created using the Document series dropdown:
Save the changes. All sales invoices will now be numbered according to the sequence you configured in the Goods document series.
Please note! Changes to a document series only apply to newly created documents — existing documents will not be renumbered. If you need to change the internal number on existing documents, you can do so by importing from Excel using the ID column, or by editing them manually if this is permitted in your company settings under Accounting / Documents:
Frequently asked questions:
1) What is the fastest way to change document numbers on existing documents?
If the number of documents makes manual editing impractical, you can export the documents to Excel. Make sure to export the ID column, which is used to identify which document to update — without it, new invoices would be created instead.
Another option is to change the numbers via the API, where you would use the ID to identify the document and then update the internal number using the <kod> element.
For example:
<winstrom version="1.0">
<faktura-vydana>
<id>10</id>
<kod>VF0125/2018</kod>
</faktura-vydana>
</winstrom>
2) A number has dropped out of the document series (e.g., due to a deleted document) and is no longer being offered.
You can either manually overwrite the internal number by enabling this option in your company settings as described above, or set the current number in the document series to one less than the number you need. The number will then be offered again, provided it does not already exist anywhere in Flexi. If it still does not appear, it is worth checking whether a document with that number actually exists but is simply not visible — for example, due to an active filter.