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Number sequence for invoices

Configure the format of your invoice numbers with placeholders like %Y, %m and %04N — e.g. RE-2026-0001. Reset yearly, monthly or never.

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Chöre›Chor öffnen›Verwaltung›Kassenbuch›Rechnungen›Einstellungen›Nummernkreis

Diese Funktion ist nur im Web verfügbar.

Permission required: Cashbook › Invoices › Settings

What is it?

The number sequence defines what your invoice numbers look like. You set the format once — Chorilo then assigns the next number automatically on finalization of each invoice.

Placeholders in the format

Placeholder Description Example (May 16, 2026)
%Y Year 4-digit 2026
%y Year 2-digit 26
%m Month 2-digit 05
%M Month name German Mai
%d Day 2-digit 16
%Q Quarter 2
%E Your choir's abbreviation MUSTER
%K Account abbreviation KASSE
%N Sequential number 1
%02N ... %09N Sequential number with zero-padding %04N = 0001, %06N = 000001

Examples

Format Result
RE-%Y-%04N RE-2026-0001
%Y/%04N 2026/0001
R-%y%m-%05N R-2605-00001
%E-%Y-%04N MUSTER-2026-0001

Reset strategies

Strategy Meaning
Never Continuous numbering — e.g. R-00001, R-00002, ... across all years
Yearly Year change resets counter to 0 — e.g. RE-2026-0001 becomes RE-2027-0001 starting Jan 1, 2027
Monthly Month change resets counter to 0 — rarely used, but possible

For "Yearly" or "Monthly" Chorilo detects the change automatically on finalization of the first invoice in the new period.

How to configure

  1. Open Administration > Cashbook > Invoices > Settings > Number sequence.
  2. Enter the format. A live preview immediately shows what the next invoice would be called.
  3. Pick the reset strategy (yearly by default).
  4. Save.

Reset counter manually

If needed, you can manually set the counter to a value — e.g. when migrating from a previous system and you want to continue at invoice number 250:

  1. Enter the value in the "Reset counter" field (e.g. 249).
  2. Click "Reset counter".
  3. Confirm in the dialog.
  4. The next invoice then starts at 250.

Caution: Invoice numbers must be gapless! Only reset the counter very deliberately — e.g. at year change or when switching systems.

Audit log

Every manual reset is documented in the security audit log (CRA obligation), including person and new value.

Permission

You need cashbook.invoices.settings.

Frequently asked questions

Why is there only one number sequence per choir?▾
This is intentionally kept simple. Credit notes continue in the same sequence — you recognize them via the "Credit note" status label, not the number.
What does "Reset counter" mean?▾
You manually set the internal counter to a value. The next invoice then starts at this value + 1. Practical for year-end — or when you want to jump from e.g. "0001" to "1000" to align with an existing external numbering.
What about duplicate numbers?▾
Cannot happen — Chorilo draws numbers atomically with a database lock. Even when two people finalize simultaneously, they get different numbers.
Why did my counter jump up sharply?▾
When finalizing an invoice the counter is always +1. When you cancel an invoice, the credit note runs in the same sequence — so another +1. With 5 cancelled invoices that's 10 counter steps for 5 effective invoices.
Can I have different number formats for different accounts?▾
Currently no — one number sequence per choir. Via the %K placeholder (account abbreviation) you can include the account in the number, but they all share the same counter.
What happens if I skip the counter FORWARD?▾
That works — e.g. when you migrate from external numbering and want to continue at 250. Caution: going backwards (lowering the counter) creates gaps or duplicates — never lower it!

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