Katana automatically numbers each new sales order, purchase order, manufacturing order, and transfer based on the last number used.
In Settings > Company settings > Document numbering, you can view and set the next number in each document series. For example, you could continue from the number system you used before Katana or start the new year with a round number.
Note: Only the account owner and users with the Manage settings permission can change document numbers.
Editable document types
Each document type has its own series. The prefix stays the same, but the number after it can be changed.
Document | Prefix | Example |
Sales orders | SO- | SO-1816 |
Purchase orders | PO- | PO-1816 |
Outsourced purchase orders | OPO- | OPO-1816 |
Manufacturing orders | MO- | MO-1816 |
Stock adjustments | SA- | SA-1816 |
Stock transfers | ST- | ST-1816 |
Bin transfers | BT- | BT-1816 |
How the numbering works
Katana gives each new document the next number in its series. For example, if the next number for purchase orders is PO-1816, your next PO is PO-1816 and the one after it is PO-1817.
You can always edit the order number. If you save an order with a higher number than the next one, the series continues from that number. Saving PO-2000 when the next number is PO-1816 makes the next PO PO-2001.
Changing the next number only affects new documents. Existing documents are unaffected.
Each series is separate. Changing the next SO number doesn't change purchase orders or any other series.
Changing the next number
Head to Settings > Company settings > Document numbering.
Find the document type and click Edit.
Type the number you want the next document to have (the prefix cannot be changed).
Click Save, or Cancel to keep the current number.
The change applies from the next document anyone creates. Nothing is saved until you click Save, so a number you're still typing never reaches your team.
Entering a lower number
If you enter a number lower than the current upcoming one, you'll need to confirm before saving. For example, setting sales orders to SO-20 when the next number is SO-30.
Since Katana doesn't prevent two documents from having the same number, a lower number may cause new documents to receive numbers that existing documents already use.
Frequently asked questions
Does changing the next number edit my existing documents?
No. Existing documents keep their numbers. Only documents created after you save are affected.
Can I still type my own number on an order?
Yes. You can edit the number on any order. If you add a higher number, the series continues from it.
Can I change the prefix, for example PO- to PUR-?
No. The prefix is fixed.
Why can't I click Edit?
Only the account owner and users with the Manage settings permission can change document numbers.
Your feedback is invaluable. Let us know your thoughts on this article or anything in Katana you'd like to see improved: [email protected]