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Use the Record Numbering tab of Organization Settings to control the record code DualEntry gives each transaction when it posts, such as IN-0042 for an invoice or ACME-JE-0007 for a journal entry in one company. A record code is the identifier shown in the Record code column of record lists, in the record’s page header, and in its breadcrumb. For every setting, default prefix, and assignment rule, see the Record Numbering Reference.

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Before you start

You need the following before you change record numbering:
  • Role: The Administrator role. Other users see the tab with a Read-only banner and can’t edit it.
  • A numbering decision: Decide whether all companies share one sequence per transaction type, or each company keeps its own sequence behind a company prefix. Changes apply only to records posted afterward.
  • Company prefixes: If each company gets its own sequence, pick a short prefix for every company, up to five letters or digits (for example ACME or EU1).
To reach the tab, navigate to Settings → Record Numbering, accessible from your organization’s name in the top left corner of the screen.

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Choose shared or per-company numbering

The Number records uniquely by company toggle at the top of the Record Numbering tab decides whether companies share a sequence. Set it before you edit the table, because it changes which columns the table shows.
  1. Leave Number records uniquely by company off to give each transaction type one sequence that every company draws from. Invoices posted in any company then take the next number in the same invoice sequence.
  2. Turn Number records uniquely by company on to give each company its own sequence per transaction type, prefixed with its company prefix. DualEntry confirms with Per-company numbering enabled, and the Company Prefix section and Company Prefix column appear.
Turning the toggle off asks you to confirm Turn off per-company numbering? before it takes effect. New records then share one sequence per transaction type across all companies. Existing records keep their prefixed codes; nothing is renumbered.

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Set a prefix for each company

The Company Prefix section lists every company in the organization and is shown only while Number records uniquely by company is on. Every company needs a prefix before per-company codes work.
  1. In the Company Prefix section, find the company. Use Search… to filter a long list.
  2. Enter a prefix in the Prefix column, or choose Apply suggestion to use the value in the Suggested column. The suggestion is built from the first letters of the company name. Prefixes are up to five letters or digits, entered in uppercase.
  3. Repeat for every company, then choose Save in the Company Prefix section. DualEntry confirms with Company prefixes saved.
Two companies can’t share a prefix. A company added later has no prefix unless one was set when it was created, so check this section before anyone posts records in a new company; see Troubleshooting.

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Set the pattern and each transaction type’s numbering

The Record Numbering by Transaction Type section sets the pattern for every transaction type, then the prefix, padding, and starting value for each type. The Preview column shows the code the next record of that type will take.
  1. In the Pattern panel, drag the Company Prefix, Record Prefix, and Record Number chips into the order you want. The order applies to every transaction type, and the parts are joined with a hyphen. For example, Company Prefix, Record Prefix, Record Number produces codes like ACME-IN-0001.
  2. In the table, find the transaction type. Use Search… to filter by type or prefix.
  3. While Number records uniquely by company is on, use the row’s Company Prefix switch to choose whether that type uses per-company sequences. A type with the switch off shares one sequence across companies.
  4. Edit Record Prefix if you want a different prefix than the default, such as INV instead of IN. A record prefix is required, is up to six characters, and can’t match another transaction type’s prefix.
  5. Set Padding, the number of digits in the record number, from 4 to 10. DualEntry adds leading zeros up to that length.
  6. Set Starting Value, the number the new sequence starts from.
  7. Choose Save. DualEntry confirms with Record numbering saved, and records of each changed type that post from then on follow the format in Preview.
Padding and Starting Value are locked until you edit the row’s Company Prefix switch or Record Prefix, because they belong to a sequence and can only be set when a new sequence starts. If you enter a starting value below the current sequence’s next number, numbering continues from the current next number instead, so a new sequence never reuses a number.

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Edit several transaction types at once

Bulk edit sets the same padding or starting value on many transaction types in one step. It works on the rows you select in the Record Numbering by Transaction Type table.
  1. Select the checkbox on each row you want to change, or select the header checkbox for every row.
  2. In the bar that appears, open Bulk edit and choose Edit padding or Edit initial value.
  3. Enter the value and choose Save in the dialog.
  4. Choose Save under the table to apply the changes.

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Check the result

After you save, post a record of a type you changed and confirm its code. The code appears in the Record code column of the record list, next to the record’s existing number column, and in the page header of the record. Drafts show a placeholder such as DRAFT-IN-935 until they post. Records posted before the change keep the codes they already have.

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Troubleshooting

The validation messages below appear under the table and block Save until you fix them:
  • Record prefix is required: A row has an empty Record Prefix. Enter a prefix.
  • This record prefix already exists. Choose a different prefix.: Two transaction types share a record prefix. Change one of them.
  • Padding minimum is 4 or Padding maximum is 10: Enter a padding from 4 to 10.
  • This company prefix already exists. Choose a different prefix.: Two companies share a prefix in the Company Prefix section. Change one of them.
Posting can also fail after setup:
  • Company abbreviation is required when pattern includes {company}.: The record’s company has no prefix, and its transaction type uses a per-company sequence. Set the company’s prefix in the Company Prefix section, save, and post the record again.
Last modified on November 3, 2026