# Document Sequence

The **Document Sequence** feature is used to create a standard numbering format for documents, records, or transactions.

[![iMockup - Surface Pro (7).png](https://docs.spendwelltechsystem.com/uploads/images/gallery/2026-09/scaled-1680-/imockup-surface-pro-7.png)](https://docs.spendwelltechsystem.com/uploads/images/gallery/2026-09/imockup-surface-pro-7.png)

> **Purpose:** Create a document numbering format such as **`EMP-QICC0012026`**.

---

## 1. What Goes Where?

| Field | What to enter |
|---|---|
| **Property*** | Select the property |
| **Type*** | Select what the sequence is for |
| **Date Range*** | Select the active period, when shown |
| **Reset** | Choose when numbering restarts: Every Day, Every Month, Every Year, Never
| **Start Number*** | First number in the sequence |
| **Number to Series*** | Number/range covered by the series |
| **Prefix*** | Short identifier for the sequence |
| **Elements** | Select parts to build the number |
| **Added Elements*** | Arrange the selected parts in order |
| **Preview** | Shows the resulting format |

`*` = Required field

---

## 2. Build the Number

Think of the **Added Elements** area as building blocks.

| 1 | 2 | 3 | 4 | 5 |
|---|---|---|---|---|
| **Series Prefix** | **Separator** | **Property Prefix** | **Series Number** | **Current Year** |
| `EMP` | `-` | `QICC` | `001` | `2026` |

### Result

**`EMP-QICC0012026`**

So:

`EMP` + `-` + `QICC` + `001` + `2026`  
→ **`EMP-QICC0012026`**

---

## 3. How to Create a Sequence

| Step | Action | Example |
|---:|---|---|
| **1** | Select **Property** | Quality Inn and Conference Center |
| **2** | Select **Type** | Employee |
| **3** | Set **Date Range** if available | 01-Jan-2026 → 31-Dec-2026 |
| **4** | Select **Reset** if required | Every Year |
| **5** | Enter **Start Number** | `1` |
| **6** | Enter **Number to Series** | `100` |
| **7** | Enter **Prefix** | `EMP` |
| **8** | Select an **Element** | Current Year (20XX) |
| **9** | Click **+** | Adds the element |
| **10** | Drag elements into the required order | Prefix → Separator → Property → Number → Year |
| **11** | Check **Preview** | `EMP-QICC0012026` |
| **12** | Click **Save** | Sequence created |

---

## 4. Elements — What They Do

The **Elements** are the building blocks of the final document number.

Select an element, click **+**, and arrange the added elements in the required order.

| Element | What it does | Example |
|---|---|---|
| **Series Number** | Uses the Start Number and formats it with leading zeros based on the length of **Number to Series**. | Start Number `1`, Number to Series `100` → `001` |
| **Series Prefix** | Uses the value entered in the **Prefix** field. | Prefix `EMP` → `EMP` |
| **Company Prefix** | Uses the configured company preview/label for the selected company. | `ABC` |
| **Property Prefix** | Uses the configured prefix/label for the selected property. | `QICC` |
| **Vendor Prefix** | Uses the vendor name or vendor prefix configured for the record. | `VEND` |
| **Category Prefix** | Uses the category name or category prefix configured for the record. | `FOOD` |
| **Current Year (20XX)** | Adds the complete current year. | `2026` |
| **Current Year (YY)** | Adds the last two digits of the current year. | `26` |
| **Current Month (MM)** | Adds the current month as a 2-digit number. | January → `01` |
| **Current F.Y (20XX/YY)** | Adds the financial year in `start year/end year` format. The financial year starts in April. | `2026/27` |
| **Current F.Y (20XX-YY)** | Adds the financial year in `start year-end YY` format. The financial year starts in April. | `2026-27` |
| **Month Alphabets (MM)** | Adds the current month using its 3-letter abbreviation. | January → `Jan` |
| **Year Alphabets (YY)** | Adds the last two digits of the current year. | `2026` → `26` |
| **Current Day (DD)** | Adds the current day as a 2-digit number. | 5 → `05` |
| **Separator (-)** | Adds a hyphen between elements. | `-` |
| **Separator (/)** | Adds a slash between elements. | `/` |

> **Important:** The order of these elements controls the final document number.

---

## 5. Change the Order

### Current order

**Prefix → Separator → Property → Number → Year**

`EMP-QICC0012026`

### If you change the order

**Year → Separator → Prefix → Number**

`2026-EMP001`

**Drag and drop** the items in **Added Elements** to change their order.

---

## 6. Add / Remove Elements

| Action | How |
|---|---|
| **Add** | Select an item in **Elements** → click **+** |
| **Remove** | Click **×** on the element |
| **Reorder** | Drag the element to a new position |
| **Check result** | Look at **Preview** |

### Example

Remove **Current Year**:

`EMP-QICC0012026`  
↓  
`EMP-QICC001`

---

## 7. Reset Options

| Reset option | Meaning |
|---|---|
| **Every Day** | Numbering restarts each day |
| **Every Month** | Numbering restarts each month |
| **Every Year** | Numbering restarts each year |
| **Never** | Numbering does not automatically restart |

---

## 8. Buttons

| Button | Action |
|---|---|
| **SAVE** | Save the sequence |
| **SAVE & ADD NEW** | Save and immediately create another sequence |
| **RESET** | Reset the form |

---