Open CAPPS

Number your documents

Version 2026.11 Reading time: 7 min Permission required: Company / branch configuration; administrator role required to make changes

Each document type has its own number series. You set the prefix and format in Company settings, Settings tab, and the first number with the Numbering wizard. The final number is assigned when the document is validated.

Choose the prefix and format

  1. Open Company settings, Settings tab, then switch to edit mode.

  2. In Document Nomenclature, enter the Prefix for each type (Invoice, Quote, Order, Delivery note, Credit note, Receipt, Folder).

  3. Choose the format: Time-based Pattern (e.g. FAC-202501-001), Simplified Annual Pattern (e.g. FAC-2025-0001) or Custom. The next number updates as you edit.

  4. Click Save.

With a format that contains the year (annual, time-based, or a custom pattern with the year), the series restarts at 1 each new year.

The prefix is required and limited to 20 characters: unaccented letters, digits, “-” and “_” only. If you leave it empty, CAPPS uses a default prefix (FAC, DEVIS, CMD, BL, AV, RECU, DOS) and says so: Prefix used meanwhile:.

Custom pattern

Build the Pattern with the buttons: {PREFIX} (prefix), {YYYY} or {YY} (year), {MM} (month), {DD} (day), {AGENCY_CODE} (branch code), {SEQ:4} or {SEQ:6} (4-digit or 6-digit counter). The Preview: shows the result. The Reset to default pattern icon restores {PREFIX}-{YYYY}{MM}-{SEQ:4}.

A pattern without a counter is refused, because numbers would no longer be unique: The custom pattern “Invoice” must contain a sequence token (e.g. {SEQ:4}). The counter must have 1 to 10 digits.

Track the next numbers

The Numbering — next numbers block lists Invoice, Credit note, Quote and Order with the Prefix, the full Next number and the Status: Editable (setup), Locked since (invoices and credit notes) or Editable with audit trail (quotes and orders). The Change history button traces every change.

Set the first number with the wizard

  1. Click Numbering wizard (offered automatically once to administrators).

  2. Starting point: for each type, choose I am moving from previous software and enter the Last number used (e.g. FAC-2027-05420: CAPPS will continue at 5421), or choose I am starting a new numbering and enter the First CAPPS number.

  3. Preview and checks: check the numbers and fix the errors reported.

  4. Summary and confirmation: select the check box, type CONFIRMER, then click Save numbering.

After the first validated invoice

As soon as the first invoice is validated, the invoice series is locked: its prefix, format and next number can no longer change. The same applies to credit notes once the first credit note is validated. Only a user who has received the History takeover (numbering) permission from the owner can still correct it, with the History takeover button: a reason is required (10 to 500 characters), you confirm with CONFIRMER, and the change is recorded in the audit log.

Quotes and orders are not locked: once the series is in use, Edit is still possible, with a required Reason. The Edit and History takeover buttons only appear in edit mode.

Refusal messages

  • The next number cannot be lower than…: a higher number has already been assigned. CAPPS never goes backward.
  • … does not fit the counter width …: widen the {SEQ:n} counter in the pattern.
  • Year …: only the current and next year can be prepared.
  • The last number from the previous software cannot be read: it must end with a number (e.g. FAC-2027-05420).