It is often desirable to number data, such as a relationship number or a debtor number. In the ideal situation, you want to automate the assignment of a number. You can do this in Tribe CRM with the auto numbering function. You can read more about this in this article.
For which data can I activate auto numbering?
How do I set up auto numbering?
1 For which data can I activate auto numbering?
You can apply auto numbering to activities and relations. The structure of a number is personal to each organisation. So you decide yourself how the number is structured. You also decide what the number structure should look like per activity or relation type.
Every activity in Tribe CRM has a number field by default. For most activities, the number is created automatically. The default number usually consists of the year + a sequence number, or the year + the month + a sequence number.
For relations, you have the option to set automatic numbering on the Number and Debit Number fields. Both numbering are not on by default in Tribe CRM, but can be set once by the administrator.
2 How do I set up auto numbering?
If you have administrator rights, you can adjust the car numbering in the configuration. Follow the steps below to adjust the invoice number, for example:
Click configuration.
Then navigate to activities.
Open the activity invoice.
Click on the fields tab.
In the list, find the number field and click the blue auto-number button.
Add elements by clicking the add element button.
Save your number definition.
To build a number, you can use a number of different elements. The different number elements are:
Sequence number
Text - this allows you to add a letter or special character to the number
Day [DD]
Year [YY]
Year [YYYY]
Month [MM]
Field - this allows you to retrieve the value from a field to make it part of number. For example, an employee's initials.
Number length & start number + successive start number
Enter the length (number of digits) of the sequential number and decide the starting number of the sequential number. For example, we build the invoice number with the year number + 5 digits, this gives the result 2021-00001. However, if you have already created invoice numbers in a system other than Tribe CRM this year, you can have the starting number start with the last invoice number from your other administration, e.g. 2021-00045.
With the succeeding starting number, you decide the starting number when a new period arrives. In our invoice number example, on 1 January of the following year we want the invoice number to automatically start with 1 again. Therefore, we enter the value 1 as the consecutive starting number.