Document Series

What is a document series?

A Document Series is a structured numbering system applied to documents like invoices, quotes, and sales orders (e.g., INV-2025-001) to ensure consistency, efficient tracking, and easy communication.

Benefits of document series in CRM

• Automatic sequential numbering
• Professional document presentation
• Easy organization and retrieval
• Audit trails for all transactions
• Ease of Continuity in case of Data Migration

Getting Started

Viewing Existing Series

• Log in to Zhylar
• Go to Left-hand navigation panel
• Go to Configuration
• Under Customization, click on Document Series

Lists the document series for following modules:

• Quote
• Sales Order
• Invoice
• Transaction

Document Series Format

Basic Structure

• Prefix: Constant identifier (e.g., “INV”, “QT”)
• Suffix: Auto-incremented number (e.g., “00001”)

• Final Format: [Prefix]-[Suffix]
  Example: INV-0001
• Automatic ascending order:
  • Example of successive sales orders: `INV-0001` → `INV-0002 → INV-0003
  • No duplicate numbers allowed
  • Suffix cannot carry any alphabets.

 How this works:

• System applies prefix automatically
• Number increments with each successive document

Update Series

• Click on any series to edit format by clicking on the yellow pencil:

• Make changes.
• Click Save.

> Note: Changes only affect new documents – existing records maintain original numberings

Important Notes on Editing

• Suffix Updates:
  • If changing current suffix (e.g., 0002 → 0012):
  • All future documents use new sequence (0013, 0014 etc.)
  • The numbers that have been skipped cannot be used in the future (0003-0011 in this example)
  • System will show an error if attempting to use skipped number

• Prefix Updates:
  • Affects only new documents
  • Existing documents keep original prefix

How this works

• Prefix auto-applies to new documents.
• Suffix auto-increments.
• Skipped numbers cannot be recovered – plan edits carefully.

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