What is a document series?
A Document Series is a structured numbering system applied to documents like invoices, quotes, and sales orders (e.g., INV-2025-001) to ensure consistency, efficient tracking, and easy communication.
Benefits of document series in CRM
- Automatic sequential numbering
- Professional document presentation
- Easy organization and retrieval
- Audit trails for all transactions
- Ease of Continuity in case of Data Migration
Getting Started
Viewing Existing Series
- Log in to Zhylar
- Go to Left-hand navigation panel
- Go to Configuration
- Under Customization, click on Document Series
Lists the document series for following modules:
- Quote
- Sales Order
- Invoice
- Transaction
Document Series Format
Basic Structure
- Prefix: Constant identifier (e.g., “INV”, “QT”)
- Suffix: Auto-incremented number (e.g., “00001”)
- Final Format:
[Prefix]-[Suffix]
Example: INV-0001 - Automatic ascending order:
- Example of successive sales orders: `INV-0001` → `INV-0002 → INV-0003
- No duplicate numbers allowed
- Suffix cannot carry any alphabets.
How this works:
- System applies prefix automatically
- Number increments with each successive document
Update Series
- Click on any series to edit format by clicking on the yellow pencil:
- Make changes.
- Click Save.
> Note: Changes only affect new documents – existing records maintain original numberings
Important Notes on Editing
- Suffix Updates:
- If changing current suffix (e.g., 0002 → 0012):
- All future documents use new sequence (
0013,0014etc.) - The numbers that have been skipped cannot be used in the future (0003-0011 in this example)
- System will show an error if attempting to use skipped number
- Prefix Updates:
- Affects only new documents
- Existing documents keep original prefix
How this works
- Prefix auto-applies to new documents.
- Suffix auto-increments.
- Skipped numbers cannot be recovered – plan edits carefully.
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