Set up the default project number format for your offices. Add custom project numbering prefixes, and numbering formats to match your organization’s or accounting software’s requirements.
| Setup required before use | Who can use it? | Where is it? |
|---|---|---|
| n/a |
Assistant system administrator System administrator |
Settings > Organization > Project numbers |
What are project numbers?
Synergy project numbers are made up of 2 sections: a prefix and a sequential number counter. A prefix can contain numbers and letters. The numeric counter can have the length defined between 2 to 9 digits, and cannot have any suffixes added to the end of the automatic numbering sequence.
Why use the project numbers?
Project numbers, like any good file management system can be used to easily identify your different projects. If your organization has multiple offices, you can customise the prefix of a project number so you know from which office the project originated. See Creating a new office. The table below outlines how each of these examples could be created as project numbers in Synergy.
| Format example | Prefix | Divider | Counter |
|---|---|---|---|
| 2018.001 | 4 digit year i.e. 2018 |
. full stop |
3 digits sequential |
| NY180001 | City / State Code and 2 Digit year e.g. NY for New York and 18 for 2018 |
no space | 4 digits sequential |
| UK-000001 |
Country location code. e.g. UK for United Kingdom. |
- hyphen |
6 digits sequential |
| 0720180001 |
Month and year, followed by a unique number. e.g. Enter the prefix of -MMyyyy- to get the month code like 07 for July with the current year as the prefix. |
no divider | 4 digits sequential |
Tips:
- Do not add special characters to your project prefix such as /\:*?<>| as special characters can cause issues with saving data in other third party software packages. e.g. Microsoft or Mac file names don't allow these characters, and most accounting systems don't allow special characters in their job / inventory item numbers.
- Want your prefix to include more parts of the date? Try out other standard date components like ddMMyyyy to get today's date as the prefix. Just add a hyphen in front and after the date bookmarks added to the prefix field for this to work. E.g. -MMyyyy- or -ddMMyyyy- or -MMddyyyy- as the prefix to generate the date in front of the next number available in the sequence.
- If a staff member has a project numbering format linked, any new projects created will use the numbering format by default. If the staff member doesn't have a numbering format selected, then new projects will use the numbering format configured under the project office. See Staff record for more information.
Options available
There are two project number sequences that are included with every Synergy organization. These rows can be customised or set as inactive if not required. To set as inactive, have the row checked, then go to the more arrow and select Set as inactive.
| Format example | Prefix | Counter |
|---|---|---|
| 20180001 | -yyyy- this year - 2018 | 4 digits sequential |
| 00000001 | - Number only - no prefix | 8 digits sequential |
- Go to: Settings > Organization > Project numbers.
- Click on the Add button in the top right.
- Type the letter or numbers required as the prefix. i.e. AUS for Australia, or UK for United Kingdom.
- In the number format field type either:
- # - automatically number the project without the 0's padding shown. e.g. AUS1 instead of AUS0001.
- 0's - Type the number of digits required in the project number counter. e.g. 0000 will create a four digit project number counter.
- Type the 'start from' value. This field defaults to start from 1, if you already have existing projects set this to start from the next number in the sequence. e.g. 74 would create AUS0074 on the above example.
- In the default invoice number field, the invoice number selected will be used for all projects. If the project numbering format associated with the staff record has an invoice numbering format, new invoices will use this format. If not, it will use the head office default.
- Save.
Tip: Do not add special characters to your project prefix such as /\:*?<>| as special characters can cause issues with saving data in other third party software packages. i.e. Microsoft or Mac file names don't allow these characters, and most accounting systems don't allow special characters in their job / inventory item numbers.
Use the delete option to remove default project numbers that you don't want your staff to use. Delete is allowed for any project number item that has not already been used on a Synergy project. Delete a project number sequence by:
- Go to: Settings > Organization > Project numbers.
- Locate the 'project number' item that you want to remove.
- Click the row action button
and select 'delete'. - The list is refreshed and the project number item chosen has been removed.
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