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Changing a document number

Every new document in Robaws automatically gets a number: a quotation becomes O2500023, a project P2400154. That number consists of a prefix, a sequence number and optionally a suffix. You can adjust the logic of the numbering, or change the number of a single document separately.

For the numbering of invoices and incoming invoices you work with journals. There you take a number of specific points into account.

Setting up the numbering

Go to settings > module of your choice > next number.

Set the prefix, the suffix and the number of digits (#Numbers) of the sequence number.
In the prefix and the suffix you can use the year: yy becomes the two-digit year, yyyy the four-digit year. There is no month token.
Below that, determine what the next number of the series will be.

Example: quotation O2500012 is built up from:

prefix 'Oyy' → O + 25
#Numbers = 4 → 0012
no suffix

The number of digits counts the sequence number only, not the digits of the year. By default this is set to 4.

The counter runs per year. So with the first quotation of a new year the series starts again from 1, with the new year in the prefix.

You can set the prefix, suffix and the number of digits for quotations (and change orders), orders, projects and invoices. The other document types, such as delivery notes, price requests and rental tickets, follow a fixed numbering that you cannot adjust.

Next number setting with prefix, number of digits and suffix

Changing the number of a single document

Open the document and click the change number action button at the top. There you type the number you want.

Please note: the series does not take a manual change into account and continues to follow the logic you set in the settings.

Example: if you manually change quotation O250130 to OFF-1234, the next quotation still gets number O250131.

Updated on: 09/09/2026

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