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Wasp InventoryWasp Inventory Help

Number Series

Number Series lets Wasp Inventory generate consistent, automatic numbers for key records, so every item, purchase order, pick order, customer, or vendor number follows the same pattern without anyone typing it by hand. You build a format out of segments (a counting number, a counting letter, and/or fixed text), and every new record of that type gets the next number in the series (for example, PO-1001, PO-1002, and so on). This page shows you how to build one.

Before you begin

Section titled “Before you begin”
  • You’ll need a role with permission to manage settings to set up number series.
  • Decide the pattern you want (for example, PO-1001) and the next number you’d like the sequence to start from, especially if you’re moving from an existing numbering scheme and want to continue where it left off.
  • A number series applies to one record type at a time, so set each up separately.
  • Pick order numbering requires the Complete edition. Pick orders themselves are a Complete-edition feature, so they only appear here on accounts with that edition.

Records you can number

Section titled “Records you can number”

Open the Settings (gear) menu and choose Number Series to set up automatic numbering for:

  • Item numbers
  • Purchase Order numbers
  • Pick Order numbers (Complete edition)
  • Customer numbers
  • Vendor numbers
  • Serial numbers, if an item is set to track by serial number

How a number series works

Section titled “How a number series works”

A number series is built from one or more segments joined together. Each segment can be one of:

  • Serialized Number — a number that counts up automatically (for example, 1001, 1002, 1003). Set the seed (the number to start from) and the step (how much it increases each time).
  • Serialized Alpha — letters that advance automatically (for example, A, B, C).
  • Static — fixed text that appears every time, such as a prefix like PO-.

By combining segments, you can produce numbers like PO-1001 (a static prefix followed by an auto-incrementing number). A preview shows how the finished number will look as you build it.

Build a number series

Section titled “Build a number series”
  1. Choose the record type you want to set up from the Set number series for dropdown (for example, Purchase Order, Pick Order, Item, Customer, or Vendor).
  2. Add a segment and choose its type: Serialized Number, Serialized Alpha, or Static.
  3. For a serialized segment, set where it starts (the seed) and how much it steps up each time.
  4. For a static segment, type the fixed text (such as your prefix).
  5. Add more segments as needed and use the up and down arrows to arrange them in the order they should appear. Watch the preview update to show an example of the resulting number.
  6. Click Save.

How auto-numbers appear on records

Section titled “How auto-numbers appear on records”

Once a series is set up for a record type, its number field shows a placeholder (or Automatically Assigned, depending on the record) and fills in the next number for you when you save; you don’t need to type anything. To enter your own value instead on a particular record, click the field (on items, click the pencil icon next to it) to unlock it and type over the generated value.

Prefixes and the next number

Section titled “Prefixes and the next number”
  • To add a prefix (or suffix), use a Static segment placed before (or after) your serialized segment.
  • The seed value on a serialized segment sets the next number that will be assigned, so you can pick up where an existing sequence left off.

Troubleshooting

Section titled “Troubleshooting”
  • Save is blocked. A series needs at least one serialized (Number or Alpha) segment. Add one alongside any static text.
  • The number came out in the wrong order. Segments appear in the order listed. Use the up/down arrows to rearrange them, then save and check the preview.
  • New records aren’t getting an automatic number. Confirm a series is set up for that specific record type, and that the record’s number field is left blank (or unchanged from its placeholder) so the server can assign the next number on save.
  • I’m seeing a duplicate number. The seed was likely set at or below a number already in use. Raise the seed above the highest number already issued.
  • A number field is locked, or I can’t find Pick Order in the list. An item’s number field unlocks with its pencil icon. Pick Order numbering only appears on the Complete edition, since pick orders themselves require it.
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