Document series are used for automatic generation of internal document numbers. They allow you to identify the type of document directly from its internal number. Proper configuration of document series is therefore essential for maintaining order in accounting and inventory management.
What is a document series?
A template for document numbering – ensures an uninterrupted ascending numeric sequence.
Usage – in the following modules: Inventory, Sales, Purchasing, Finance, and Accounting.
Document number structure:
Prefix (e.g., "FV" = sales invoice, "ID" = internal document)
Number (e.g., 0001–9999)
Postfix (e.g., "/2025", "/25")
A document number can be a maximum of 20 characters. The format is typically defined by the company's internal policy.
Where are document series configured?
Within individual document types (e.g., sales invoice, goods receipt).
They can also be pre-filled in the warehouse list or company settings.
Each document type must have a series assigned to it. The same series can be used across different document types within a single module.
How to create a new document series?
Opening the form
In the main toolbar, click New Record (Alt+N).
A form for creating a new series will open.
Required fields
Code – max. 20 characters, must be unique (a short and descriptive value is recommended, e.g., "FV").
Name – max. 255 characters, displayed in overviews and reports.
Accounting period – select from the dropdown (pre-filled with the current period).
If you want a different document series structure for the next year, you must set it up before you start entering accounting documents!!
Tab "Annual Number Series Items"
Each accounting period has its own items, which contain:
Current number – the last number used; the next number will automatically increment by +1.
If you want to start from 1, set this value to "1".
If you want to start from 11, set this value to "10".
Start – the starting value of the number series (usually 1).
Number length – 3 to 12 digits (default is 8).
Show zeros – we recommend keeping this enabled (001, 002…); otherwise, sorting may become unclear.
Prefix / Postfix – custom characters; the year can be inserted using codes (%Y%, %YY%, %YYYY%).
Preview – shows what the resulting number will look like (e.g., FV001/25).
Changes to the document series structure are not expected during the year. Therefore, if you make any change and confirm it with the Save button, you will be prompted with a warning:
Tab "Gaps in Number Series"
If a number is reserved (e.g., due to a system interruption), it is saved to the "gaps in number series" list.
The number is blocked here for 2 hours.
Once the document is saved, it 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.
Tab "Texts"
Description – a detailed description of the series.
Note – any additional note.
These fields are optional.
Tab "Administration"
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 indefinitely.
If you enter a specific year (e.g., 2016–2016), the series will only be available in that year.
Best practices
Before first use, review the default series and adjust them to match your company's conventions.
Use descriptive prefixes so that the document type is immediately clear at a glance.
Don't forget to review the series when transitioning to a new year – Flexi will create a new item automatically if you keep the same structure.
FAQ
There is a gap in the number series, but the number does not appear in the number series gaps list
Verify that the gap is not actually recorded in the document series detail — see above.
If not, the number was most likely used and the document was subsequently changed (e.g., changing the document type changes the internal document number). The solution is to "reset" the annual number series item for the given document series. In the annual number series item, set the Current Number and Start to the desired missing number. The first newly created document will then receive that number.
2. Is it possible to configure something similar to a document series for fixed assets?
No, for fixed assets it is only possible to manually overwrite the inventory number in its default state. Subsequent assets created after that will follow the last saved number and increment sequentially.
Example:
1) Last asset: M000148
2) The newly created asset is manually changed to M0000100
3) The next newly created asset will automatically be assigned M0000101