From  Documents you can select create numbering lines and select the  default  PDF  & email  templates for each type of document: Invoices, Waybills, Quotes. [...].

Internal numbering purchases: Activates the internal numbering of purchases to be able to have an automatic record of your purchase documents.

1) Assign a template for each type of document

Types of Document: Invoices (sales) , Sales receipts, Quotes, Pro-formas, Waybills, Sales Orders, Purchase Orders, Purchases, Rectifying Purchases ,  Rectification Sales Invoices, Rectifying Simple Invoices.

When you select a  Document Type in the side nav bar you can edit the settings for that type of Document.

• Design template:  Select a template that you have previously created from  Settings> Templates  so that the  PDF of the document is generated with that design.
• Email template:  Select a template that you have previously created from  Settings> Sending emails  so that when  sending an email the default message appears.
• Document mode: Depending on the option you choose, more or less fields will appear in the PDF of the invoice. By default the Items  option will appear   in the active column   Quantity  . If you activate the Time option, the  Hours  &  Price / Time  columns will appear,  while if you activate the  Total  option the  Quantity  column will disappear. Lastly, if you select the  No Taxes  option in the invoice summary, the  amount of itemised taxes will not appear  .
• Discount per product:  When activated, a Discount column will be added by default  in the PDF for each line of the invoice .
• Show due date:  You can activate it for Quotes, Pro-forms, Waybills, Sales Orders and Purchase Orders. In the case of invoices, the due date will automatically appear by default.

Waybills: You can check the option of  Show weight or v alid delivery note (it appears the amount of products)  by default from the Waybills tab.

Purchase Orders: The option  "Complete order by default" will cause  that when placing a purchase order is  marked as sent automatically.

2) Create a numbering line for each type of document

Automatic Numbering: The program will automatically assign a  different  number (based on the format) to each new document so that the numbering of the documents is not repeated.

When you click on  "Add Line"  you must fill in the following fields:

• Name:  Assigns an identifying name to the line. (Eg Numbering Invoices)
• Format: Sets a default format. Use [YY] or [YYYY] and the% symbol to automatically calculate the year and number  in the numbering lines.
• Last number: The last number is automatically updated with each new invoice to assign the subsequent number to each new invoice you register. You can modify it at any time.

Tip:  The format  F [YY] %%%  will become the numbering   F19-001, F19-002 . The format F [YYYY] %%%% will become F2019-0001, F2019-0002, F2019-0003.

Preference: If you create several number lines for the same document you can drag to the first position of the list the one you want to appear by default.

We are in 2019 and we want our invoices to be numbered with the format FAC0001-2019.  To do this we create a  numbering line within the Invoices section with the following format:

• Name:  Numbering for any year
• Format: FAC %%%% - [YYYY]
• Last num: 0

You can assign it as a default by dragging it to the first position in the list. When we create the invoice it appears with the following numbering automatically.

1st bill:  FAC0001-2019

2nd invoice:  FAC0002-2019

3rd bill : FAC0003-2019

Tip: Use the [YY] format so you  don't have to create a different numbering line every year

3) Activate the internal numbering in purchases

In the  purchase invoices and the rectifications you can activate the  internal numbering to be able to have an internal control of the numbering of the invoices counted, in addition to the numbering of your supplier.

For the purchasing numbering line you'll have to fill in the following information. For example:

• Name:  Domestic purchases numbering
• Format: C %%%% - [YY]
• Last num: 0

Therefore when you register the first purchase the internal number that will appear will be: C0001-19

4) Change the number that appears automatically in your documents

The invoice number doesn't automatically change? Does  the same number appear every time.  This may be because you  have edited an invoice number  manually or deleted an invoice and now the number that appears automatically and this isn't what you want.

5) Assign a number line to a contact 

Numbering Line by Contact: This option can be useful in the case that for example you have two types of business and there are clients to whom invoices with a line numbering different from the general one.

You can assign a previously created numbering line (point 2) to any type of document:

Invoices (sale) , Sales Receipts, Quotes, Proformas, Waybills, Sales Orders, Purchase Orders, Purchases, Rectifying Purchases,  Rectifying Sales Invoices, Rectifying Simple Invoices.

Contacts Settings: The changes you make in this section will have effect for all new documents of this type that you generate in Holded. The numbering line by contact will prevail over that assigned to in  Configuration - Documents.

You'll have the option to turn on internal numbering for the documents you don't create. This option is available from the Purchases and Purchase refunds tabs. This will then enable you to have automatic numbering included in your purchases documents, so you don't have to worry about this 🙂