Document series are used to automatically generate internal document numbers. Thanks to them, you can tell what type of document it is just from its internal number. Setting up document series correctly is therefore essential for keeping your accounting and warehouses in order.
What is a document series?
A template for numbering documents – ensures an unbroken ascending number sequence.
Usage – in the following modules: Goods, Sales, Purchasing, Money, and Accounting.
Document number structure:
Prefix (e.g., "FV" = issued invoice, "ID" = internal document)
Number (e.g., 0001–9999)
Postfix (e.g., "/2025", "/25")
A document number can have a maximum of 20 characters. The format is usually defined by the company's internal policy.
Where are document series set up?
In the individual document types (e.g., issued invoice, goods receipt).
They can also be pre-filled, for example, in the warehouse list or in the company settings.
Every document type must have a series assigned to it. The same series can be used in different document types within a single module.
How do I create a new document series?
Opening the form
In the main panel, click New record (Alt+N).
The form for creating a new series opens.
Required fields
Abbreviation – max. 20 characters, must be unique (we recommend something short and descriptive, e.g., "FV").
Name – max. 255 characters, displayed in overviews and reports.
Accounting period – select from the drop-down list (the current period is pre-filled).
If you want a different document series structure in the following year, you must prepare it before you start entering accounting documents!!
"Annual items of the number series" tab
Each accounting period has its own items, which contain the following:
Current number – the last number used; each new number is automatically incremented by 1.
If you want to start from 1, enter "1" here...
If you want to start from 11, enter "10".
Start – the starting value of the number series (usually 1).
Number length – 3 to 12 digits (8 by default).
Show zeros – we recommend leaving this enabled (001, 002…); otherwise, sorting may become confusing.
Prefix / Postfix – custom characters; you can add the year using codes (%Y%, %YY%, %YYYY%).
Preview – shows what the resulting number will look like (e.g., FV001/25).
💡 Continuing your numbering after switching from another system. If you want to continue the document numbering from your original system in Flexi, edit the annual item of the number series for the current accounting period. In the Current number field, enter the number of the last document issued in the original system. A newly created document in Flexi will get the next number up. Make sure the prefix and postfix structure matches the original numbering.
The structure of a document series is not expected to change during the year. Therefore, if you make any changes, you will see a warning after you confirm by clicking Save:
"Gaps in the number series" tab
If a number is reserved (e.g., during an outage), it is saved to the "gaps in the number series" list.
The number is blocked here for 2 hours.
Once the document is saved, the number is removed from the list.
An unused number can be released manually:
Close the document where you want to use it.
Open the document series.
Delete the item from the "gaps" list and save.
"Texts" tab
Description – a detailed description of the series.
Note – any note you like.
These fields are optional.
"Administration" tab
Allows you to restrict the validity of the document series by calendar year.
If you leave the values at 0–9999, the series is valid without limit.
If you enter a specific year (e.g., 2016–2016), the series will be available only in that year.
Best practices
Before first use, review the preset series and adjust them to your company's conventions.
Use descriptive prefixes so it is clear at first glance what type of document it is.
Don't forget to check things when moving into a new year – Flexi creates a new item automatically if you keep the same structure.
FAQ
There is a gap in the number series, but this number is not in the list of number series gaps
Verify that the gap in the number series is really not recorded on the document series detail, see above.
If it is not, the number was probably used and the document was changed afterward (e.g., changing the document type changes the document's internal number). The solution is to "reset" the annual item of the number series for the given document series. In the annual item of the number series, set Current number and Start to the missing number you need. The first newly created document will receive this number.
2. Can I set up something similar to a document series for assets?
No. For assets, you can overwrite the inventory number in the default state. Any assets created afterward then respect the last saved number and are numbered sequentially.
Example:
1) The last asset is M000148
2) I overwrite the newly created asset with M0000100
3) The next newly created asset is automatically assigned M0000101
3. How do I continue the document numbering from my previous system?
Always by changing the annual item of the number series for the current accounting period, see Annual items of the number series. In the Current number field, enter the number of the last document from the previous system.