Katana numbers each new sales order, purchase order, manufacturing order and transfer automatically. On Settings > Document numbers you can see the next number in each series and change it yourself, for example to continue from the numbers you used before Katana or to start a new year at a round number.
Note: Only the account owner and users with the Manage settings permission can change document numbers.
Documents you can number
Each document type has its own series. The prefix stays the same; you change the number after it.
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 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 PO-1817.
You can still edit the number on a single order. 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 keep their numbers.
Each series is separate. Changing the next sales order number doesn't change purchase orders or any other series.
Changing the next number
Head to Settings > Document numbers.
Find the document type and click Change.
Type the number you want the next document to get, for example 1816. The prefix is added for you.
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.
Using a lower number
If you enter a number lower than the current next number, Katana asks you to confirm before saving. For example, setting sales orders to SO-20 when the next number is SO-30 shows Use a lower number?
Katana doesn't stop two documents from having the same number. With a lower number, new documents get numbers that existing documents may already use, so you can end up with duplicates. Click Save only if that's what you want, otherwise click Cancel.
Frequently asked questions
Does changing the next number renumber my existing documents? No. Existing documents keep their numbers. Only documents created after you save get the new series.
Can I still type my own number on an order? Yes. You can edit the number on a single order as before. If it's higher than the next number, the series continues from it.
Can I change the prefix, for example PO- to PUR-? No. The prefix is fixed; you set only the number after it.
Why can't I click Change? Only the account owner and users with the Manage settings permission can change document numbers. Ask one of them to make the change.
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