Document numbering

Every document in OLY ERP gets a number when you save it, for example SINV-2026-00012 for a Sales Invoice. The pattern behind the number is called a naming series. Correct numbering matters, especially for invoices, because tax rules expect numbers to run in order with no gaps and no repeats.

Before you start

You have the System Manager role.
Your naming series were set up by your OLY ERP consultant during onboarding.

How numbering works

A naming series is a pattern like SINV-.YYYY.- . The system adds the year and the next number, for example SINV-2026-00012.
Each document type has one or more series. If there is more than one, the user picks one in the Series field on the form.
The number is given when the document is first saved, even as a draft.
An amended document keeps the old number with -1, -2 added, for example SINV-2026-00012-1.

Steps

See which series are used

Press Ctrl+G, type Document Naming Settings and open it.
In Select Transaction, choose a document type, for example Sales Invoice.
The series for that document appear in the box below.

Change numbering

Ask your consultant first. Open a ticket at oly.et/issues and explain what you need, for example a separate series for a second branch.
Your consultant checks the effect on your existing documents and tax reports.
The change is made and tested, usually at the start of a new Fiscal Year or month.

Good to know

Never reuse an invoice number. Do not reset a series counter to a lower number. Two invoices with the same number cause problems with customers and tax authorities.
Do not try to fill a gap by deleting and re-creating documents. Cancel a wrong invoice instead. The cancelled number stays in the record. See Draft, submit, cancel and amend documents.
Deleting a draft can leave a gap in the numbers. Save an invoice only when you are ready to complete it.
If your company uses pre-printed or government-registered invoice numbers, tell your consultant. They set up the series to match.
Numbers for master records such as Customers and Items can follow a different rule (for example by name). Your consultant sets this up during onboarding.