This guide explains the Numbering Settings tab in the Workshop Details page in MechanicDesk settings.
What Are Numbering Settings?
The Numbering Settings page is where you can set custom prefixes for different records in MechanicDesk, such as jobs, customers, invoices, quotes and more.
This is also where you can reset or manually change the next number that a particular record will use.
Add a Prefix
For example, you can click into Invoice and add a prefix.
If the next number is already set to 27, this means the next invoice generated in your workshop will have the number 27.
Together with the prefix, the invoice number will be INV-27.
Future Records Only
Changing the numbering settings will only affect future records created in your workshop.
For example, when a new invoice is created, it will use the new prefix you configured, as well as the next number of 27.
When you return to the Numbering Settings page, the next number for invoices will have increased to 28.
Avoid Duplicate Numbers
If you attempt to change the number to less than the current number, a warning will show.
This is because there is likely already an invoice with that number. If the next invoice is created using the same number, you will have two invoices with the same number in your records.
This can cause issues with accounting software, so it is best to avoid this where possible.
In general, we recommend avoiding any possible duplication in your numbering systems for all types of records, not just invoices. This helps ensure data integrity and prevents issues down the line when reviewing your records.