Document Numbering

Overview

Ordway automatically assigns a unique ID to records using a sequential numbering scheme. These IDs help identify records across the application, integrations, exports, and reports.

This article explains how document numbering works and how it can be configured, including support for child entities in multi-organization setups.

Understanding Document Numbering

Each record created in Ordway is assigned a Document ID made up of:

• A prefix that identifies the document type (Example, INV- for invoices)
• A sequential number generated by the system (Example, 00001)

Usage of Document IDs

Document IDs are used in:

• Application URLs (Example: app.ordwaylabs.com/customers/C-00001)
• Integrations (Example: Invoice ID used in QBO integration as the Invoice #)
• Exports
• Reports

Default Behavior

• Document IDs are auto generated
• Numbering is sequential
• Prefixes are assigned based on document type
• In a multi-organization setup, document numbering is controlled by the parent entity
• Child entities inherit the parent entity’s document numbering unless child-level control is enabled.

In multi-entity setups, document numbering is inherited from the root entity by default. All child and grandchild entities use the same prefix and numbering sequence unless document numbering control is explicitly switched to Self for a specific entity. 

For more information about how entities are structured in a multi-entity setup, see the multi-entity configuration article.

Child-level Document Numbering (Multi-organization)

Ordway supports child-level document numbering through a controlled configuration. 

This allows child entities to follow their own document numbering conventions without impacting document numbering at the parent entity level.

Rules and Constraints

• Customer and Product document numbering is always controlled by the Parent Entity. 
• Switching document numbering control from Parent Entity (Root) → Self:
  • Requires explicit confirmation
  • Cannot be undone
• System logic, validations, UI changes, and data migration fully support this behavior
• Safeguards prevent conflicting document numbers across entities

How it Works

A new controlled_by field on document numbering determines where document numbering is managed:

• Parent Entity (default): Document numbering is inherited from the root entity in the hierarchy. For child or grandchild entities, numbering is controlled at the highest-level ancestor where document numbering control is defined.
• Self:  Document numbering is managed independently by the child entity.

Example: Self-controlled document numbering at the child entity level

This example shows how document numbering behaves when a child entity is configured to control its own document numbering.

Scenario: You have a multi-organization setup with:

• A Parent Entity
• One or more Child Entities

Document numbering control for a child entity is set to Self.

Configuration

1. In the child entity, document numbering control is switched to Self.
2. For the Billing Run ID document type:
   • The prefix is changed to BILLRUN- (or BL-, UN-, or any custom prefix).
3. Click SAVE to save the configuration.
   

Behavior

Child Entity: Billing Run ID uses the child entity’s prefix:  Example: BILLRUN-00001

Parent Entity: Billing Run ID continues using the parent entity’s prefix:  Example: BR-00001

Changes at the child entity level do not affect parent entity document numbering.

Configure Document Numbering

You can customize document numbering for each supported document type.

Editable fields

Prefix

• Can include:
  • Letters (A–Z)
  • Numbers (0–9)
  • Underscore (_)
  • Hyphen (-)
• Special characters are not supported
• Can be updated at any time

Example:  The default Journal Entry prefix JE-##### can be changed to a custom prefix.

Next ID

• Must be a positive number
• Determines the next ID generated by the system
• Changes take effect immediately

Update Document Numbering

1. In the left navigation menu, click Setup → Document Numbering. The Document ID Configuration page is displayed. 
   
2. Select the document type and then click EDIT. 
   
3. Update the Prefix and/or Next ID. 
4. Click SAVE to save your changes. The “Document ID Configuration successfully updated” message appears.

Using Required User Entry

For certain document types, you can disable auto-generated IDs and require users to manually enter an ID.

When Required User Entry is enabled:

• The system does not generate an ID
• The ID field becomes mandatory during record creation

Supported Document Types

Required User Entry is supported for:

Example: If Customer ID is set to Required User Entry:

• Ordway does not generate a Customer ID
• Users must manually enter the Customer ID when creating a customer
• The record cannot be saved without an ID
  

Important Notes

Invoice Imports

• During an invoice import, document numbering temporarily switches to Required User Entry
• Auto-generated IDs are unavailable during imports when this feature is enabled and remain unavailable until the import completes.

Billing Runs During Import

• Billing runs created while an import is in progress will not generate invoices
• These billing runs must be restarted or recreated after the import finishes

Best Practices

• Plan document numbering changes before enabling integrations
• Avoid updating document numbering during active imports
• Use consistent prefixes to simplify reconciliation and reporting
• Validate changes in Sandbox before Production rollout
• Inform downstream teams before making numbering changes