> ## Documentation Index > Fetch the complete documentation index at: https://docs.dualentry.com/llms.txt > Use this file to discover all available pages before exploring further. # How to Set Up Record Numbering > Set the record prefix, padding, and starting value for each transaction type in DualEntry, and give each company its own prefixed record code sequence. 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](https://docs.dualentry.com/accountants/platform-configuration/organization-settings/record-numbering-reference.md). ## 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. ## 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. ## 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](#troubleshooting). ## 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. ## 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. ## 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. ## 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. ## Related * [Record Numbering Reference](https://docs.dualentry.com/accountants/platform-configuration/organization-settings/record-numbering-reference.md): every setting, default prefix, and rule for when codes are assigned * [Organization Settings](./index): the other tabs on the settings page * [Multi-entity consolidation](https://docs.dualentry.com/accountants/platform-configuration/multi-entity-consolidation.md): how companies are structured inside one organization This documentation is built and hosted on [Mintlify](https://mintlify.com), a developer documentation platform.