Document Numbering

Every record you create in Gloyd — quotes, orders, RFQs, contacts, products, and projects — receives an automatic sequential number such as RFQ-2026-00001. The format is configurable per document type under Settings → Document Numbering, so your numbers can follow the conventions your team and your accounting workflow already use.

Default Formats

Gloyd seeds a ready-to-use configuration for each document type when your organization is created. No setup is required if the defaults work for you:

Document type	Pattern	Example	Counter resets
Contact	{PREFIX}-{SEQUENCE}	CT-000001	Never
Product	{PREFIX}-{SEQUENCE}	PRD-000001	Never
Quote	{PREFIX}-{YEAR}-{SEQUENCE}	QT-2026-00001	Yearly
Order	{PREFIX}-{YEAR}-{SEQUENCE}	ORD-2026-00001	Yearly
Project	{PREFIX}-{YEAR}-{SEQUENCE}	PRJ-2026-0001	Yearly
RFQ	{PREFIX}-{YEAR}-{SEQUENCE}	RFQ-2026-00001	Yearly

Pattern Variables

A number format is defined by a pattern. At generation time, each variable in the pattern is replaced with its current value:

Variable	Output	Example
{PREFIX}	The prefix you configured	RFQ
{YEAR}	4-digit year	2026
{YEAR_SHORT}	2-digit year	26
{MONTH}	2-digit month	01
{DAY}	2-digit day	15
{SEQUENCE}	Zero-padded counter	00001
{SEQUENCE:N}	Counter with custom padding	0001 (N=4)

A few examples of what different patterns produce:

Pattern	Output
{PREFIX}-{YEAR}-{SEQUENCE}	RFQ-2026-00001
{PREFIX}-{SEQUENCE}	CT-000001
{PREFIX}-{YEAR}{MONTH}-{SEQUENCE}	DOC-202601-0001

Customizing a Format

1. Go to Settings → Document Numbering. Each document type appears as a card showing its current pattern, prefix, last generated number, and counter position.
2. Open the document type you want to change.
3. Adjust the prefix (e.g. change ORD to PO), the number format (pattern), the separator character (default -), and the sequence length (default 5 digits).
4. Pick a reset period: never, yearly, monthly, or quarterly.
5. Check the preview example — the page shows what the next number will look like before you commit the change.

Auto-numbering can also be switched on or off per document type from the same page.

How Sequences Behave

• Independent counters. Each document type has its own counter — your 200th quote does not affect your order numbers.
• Padding. The counter is zero-padded to the configured length: with a length of 5, the 42nd number renders as 00042.
• Periodic resets. With a yearly reset, the first quote of 2027 becomes QT-2027-00001; with a monthly reset, the counter restarts each month. Pair resets with a date variable in the pattern ({YEAR} or {YEAR}{MONTH}) so restarted counters never produce a duplicate.
• Manual reset. You can reset a counter yourself from the settings page, for example when aligning with an external system.
• Uniqueness. A number can never repeat within a document type — the system enforces this even across resets and manual entries.

Manual Numbers

If allow manual entry is enabled for a document type, a number can be typed in by hand instead of being generated. Manual numbers are validated against the existing registry, so they cannot collide with a number that is already in use, and they are recorded with a manual-entry flag.

What Happens When You Change the Format

Format changes only affect documents created after the change. Every generated number is written to a number registry at the moment it is issued, so previously assigned numbers keep their original value — an order issued as ORD-2026-00012 stays ORD-2026-00012 even if you later switch the prefix to PO. Configuration changes themselves are recorded in an audit history (what changed, by whom, and when), so the numbering trail stays traceable.

Related Guides

• Quote Management — where quote numbers appear in practice
• Order Management — order numbers and the order lifecycle
• RFQ Management — RFQ numbers in the procurement cycle