Item Numbering Rules

Item Numbering Rules

Item Numbering Rules in EquiBillBook allow you to configure how items are automatically numbered when created. This guide will help you understand and configure item numbering to maintain consistent and organized item codes across your inventory.

Accessing Item Numbering Settings

To configure item numbering rules:

1. Navigate to Settings → Item Settings
2. Look for the Item Numbering or Item Code section
3. Configure numbering rules according to your business needs
4. Click "Update" to save your changes

Understanding Item Numbers

Item numbers (also called Item Codes or SKU codes) serve several purposes:

• Unique Identification: Each item has a unique code for identification
• Inventory Management: Helps track items in inventory systems
• Barcode Integration: Can be used as barcode for scanning
• Reporting: Used in reports and data analysis
• Search and Filter: Makes it easier to search and filter items

Item Numbering Formats

EquiBillBook supports various numbering formats:

Auto-Generated Sequential Numbers

• System automatically generates sequential numbers (1, 2, 3, ...)
• Simple and easy to implement
• No manual configuration required
• Best for small businesses with simple inventory

Prefix-Based Numbering

• Add a prefix to item numbers (e.g., ITM-001, ITM-002)
• Helps categorize items by prefix
• Makes item codes more readable
• Useful for organizing items by category or type

Category-Based Numbering

• Item numbers include category code (e.g., CAT-001, CAT-002)
• Different categories have different prefixes
• Helps identify item category from the code
• Useful for businesses with multiple product categories

Custom Numbering Rules

• Define custom numbering patterns
• Include date, category, or other identifiers
• More complex but highly flexible
• Best for businesses with specific numbering requirements

Configuring Numbering Rules

Setting Number Prefix

• Enter a prefix that will be added to all item numbers
• Common prefixes: ITM, PROD, SKU, etc.
• Prefix helps identify items in the system
• Can be changed later if needed

Setting Starting Number

• Define the starting number for sequential numbering
• Default is usually 1 or 0001
• Can start from any number (e.g., 1000, 10000)
• Useful when migrating from another system

Setting Number Length

• Define the minimum length of the numeric part
• Example: 4 digits (0001, 0002, 0003)
• Example: 5 digits (00001, 00002, 00003)
• Longer numbers allow for more items
• Shorter numbers are easier to remember

Including Category in Number

• Option to include category code in item number
• Format: CATEGORY-001, CATEGORY-002
• Helps organize items by category
• Makes item codes more descriptive

SKU Code Configuration

SKU (Stock Keeping Unit) codes are separate from item numbers:

• SKU codes can be different from item numbers
• Can be auto-generated or manually entered
• Useful for businesses with existing SKU systems
• Can include brand, size, color, or other attributes

Manual Item Number Entry

You can also enter item numbers manually:

• Override auto-generated numbers if needed
• Enter custom item codes
• System validates uniqueness
• Useful for businesses with existing numbering systems

Number Uniqueness

Important rules for item numbering:

• Each item number must be unique
• System prevents duplicate item numbers
• Cannot change item number after creation (in most cases)
• Deleted items' numbers may or may not be reusable (depending on settings)

Best Practices for Item Numbering

• Plan ahead: Design numbering system before adding many items
• Keep it simple: Use simple, easy-to-remember formats
• Be consistent: Follow the same pattern for all items
• Leave room for growth: Use sufficient number length for future items
• Use prefixes: Prefixes help organize and identify items
• Document your system: Keep a record of your numbering rules
• Train your team: Ensure all users understand the numbering system
• Avoid special characters: Use only letters, numbers, and hyphens

Common Numbering Scenarios

Small Retail Business

• Simple sequential numbering: 0001, 0002, 0003
• Or with prefix: ITM-0001, ITM-0002
• Easy to manage and remember
• No complex rules needed

Multi-Category Business

• Category-based numbering: ELEC-001, CLOTH-001, FOOD-001
• Different prefixes for different categories
• Helps identify category from code
• Better organization

Large Enterprise

• Complex numbering with multiple segments
• Include location, category, and sequential number
• Example: LOC-CAT-00001
• Supports large inventory and multiple locations

Existing System Migration

• Maintain existing item numbers
• Enter numbers manually during import
• Disable auto-numbering if needed
• Ensure uniqueness during import

Changing Numbering Rules

If you need to change numbering rules:

• Changes typically apply to new items only
• Existing items keep their original numbers
• Plan changes carefully to avoid confusion
• Update documentation when rules change
• Inform team members about changes

Troubleshooting

Duplicate item numbers?

• System prevents duplicate numbers automatically
• If error occurs, check for similar numbers with different cases
• Review existing items for duplicates
• Contact support if issue persists

Numbers not generating automatically?

• Check numbering settings are configured
• Verify auto-numbering is enabled
• Check starting number and format
• Review any validation errors

Want to change existing item numbers?

• Item numbers usually cannot be changed after creation
• Consider creating new items with new numbers
• Or contact support for assistance
• Plan numbering carefully from the start

What's Next?

After configuring item numbering rules, you should:

1. Test numbering by creating a few sample items
2. Verify numbers follow your configured pattern
3. Document your numbering system
4. Train your team on the numbering rules
5. Start adding items with proper numbering

Proper item numbering configuration helps maintain organized inventory. Take time to design a numbering system that works for your business and is easy for your team to understand and use.