Numbering

Administration → Numbering is where you decide what the number on each kind of record looks like — WO-2026-00027, PO-DEL-0042, PTW/26/118 — and how its count runs. A change decides what comes next and never what came before: records already numbered keep the numbers they have.

The numbering screen listing the number series by group

Who can use this screen

Changing a series takes Configure how records are numbered — System Administrator and Maintenance Administrator by default. See roles.

The list

Element	What it shows
series	How many number series exist
changed by you	How many series your organisation has changed from the shipped default
Groups	Series grouped as Work and maintenance, Assets and inventory, People and places, Commercial and Platform. Only series for modules you have are shown
Each row	The series name, the next number it will issue, and its format in small type. A series you have changed is marked Changed, and one that counts separately says one sequence per site (or category)

Series include capex proposal, work order, work request, work permit, maintenance plan, inspection round, vendor invoice and quotation, asset, asset transfer and transfer batch, device registration, visit, stock reservation, found item, lost item report, corrective action, root cause investigation, verification round, worker, booking, warranty claim, budget amendment, capex plan, FF&E plan, overrun request, dispatch, goods receipt, invoice submission, purchase order, requisition, request for quotation, supplier invoice, location, project and site. The default format for each is a prefix, the year and a five-digit count, such as WO-{YYYY}-{SEQ:5}. The capex proposal is the one exception: its default, SCH-{YYYY}-{LOC}-{SEQ:5}, also prints the proposal’s Location.

Editing a series

Click a series to open it. Its description says what it numbers — for a work order, every job, however it was raised … the number people quote on the phone.

The work order series opened for editing, with its format, counting options and preview

Field	What it means	Notes
Format	The pattern a number is built from: literal text plus tokens	Required. The hint lists exactly the tokens this series accepts. Checked by the same rule that issues numbers, so a format the screen accepts is one that will work
Counting	When the count starts again: Starts again each year, Starts again each month or Counts on for ever	Default: each year
Count separately per site	Each site keeps its own sequence	Only on series whose records belong to a site. Records with no site cannot be numbered this way, and the screen counts how many there are
Count separately per Location	Each Location keeps its own sequence	Only on the capex proposal series, and off until you tick it. Records with no Location cannot be numbered this way, and the screen counts how many there are
Count separately per category	Each category keeps its own sequence, using the short numbering code set on the category	Only on series whose records have a category. Categories without a code are counted and must be given one
The year starts in	The month your year begins	Shown when the count starts again each year. For an organisation whose financial year is not the calendar’s — the year tokens then show the financial year
Preview	The next one would be …, and after the count starts again, …	Worked out from your draft before you save
Shape check	All N are in this shape, the latest being … or N of M are in this shape	Shows how much of the register already matches the format. The rest keep the numbers they were given — nothing is ever renumbered
The sequences running now	Each running sequence (one per site, category or period) and how many it has issued
Who gives the number	People may type one; left empty, it is given, or Always given; nobody types it	Only on a series where your organisation may decide — today, the capex proposal’s Proposal ID. With Always given, the form shows the number once it is given rather than a box, a spreadsheet’s own numbers are not used, and the form studio cannot make anybody fill it in
Save	Writes the format and counting options	Disabled until something changes, or while the format is refused
Restore the default	Puts the shipped format and counting back	Only on a series you have changed
Start the count at + Set	Sets the next number the count will issue	Use it when moving from another system, so numbering continues where the old one stopped

Tokens

Token	Becomes	Example
`{SEQ:n}`	The running count, padded with zeros to at least `n` digits. A count wider than `n` is printed in full, never cut	`{SEQ:5}` → `00027`
`{SEQ}`	The running count with no padding	`27`
`{YYYY}`	The year in four digits (the financial year when the year starts in another month)	`2026`
`{YY}`	The year in two digits	`26`
`{MM}`	The month, two digits	`10`
`{SITE}`	The short code of the site the record belongs to	`DEL`
`{LOC}`	The code of the Location the record belongs to — the place inside the site, not the site	`F2`
`{CATEGORY}`	The numbering code of the record’s category	`PMP`

Everything else is typed as it appears: WO-{YYYY}-{SEQ:5} reads WO-2026-00027; {SITE}-{CATEGORY}-{SEQ:4} reads DEL-PMP-0001. Not every series offers every token — {SITE}, {LOC} and {CATEGORY} only appear where the series is given them. Today {LOC} is offered on the capex proposal series alone.

A number records the category a record was in when it was created. Moving it to another category later does not change the number it already carries.

Records that keep their own number

Some series — the asset register among them — issue a number only when one was left blank. Most assets carry a number of their own, typed in or brought in by Import with whatever is already on the nameplate. Reformatting such a series changes what a blank number becomes and nothing else. On those series the editing panel says that a typed number is kept; on the capex proposal series you choose instead, under Who gives the number. The Vendor series is one of these: it numbers a vendor only where one is entered without a code of its own, as most vendor registers arrive with the codes finance already uses.

The T&C appraisal note series

A T&C appraisal note is numbered when it is added, as TC-0000001, TC-0000002 and so on, on one count that never starts again — so its default counts on for ever and carries no year. Nobody types it: the note has no box for it. You can give it a year, or count it separately per site, here like any other series. Capex proposals written before proposal IDs existed were given IDs in the default format, SCH-{YYYY}-{SEQ:5}, when the release that introduced them went in. They keep that shape even if you change the format later, because a format never renumbers what it has already numbered.

Setting up

Configuration

Who can use this screen

The list

Editing a series

Tokens

Records that keep their own number

The T&C appraisal note series