Administrators can use the Sequences feature to view and update the current sequence number for contracts and procurements in the system. This gives you more control over how contract numbers are generated, allowing them to align with specific business requirements.
Prerequisites
You must be an Administrator to access and manage the Sequences feature.
Access the Sequences Page
To view and manage the current sequence numbers:
Navigate to the Control Panel.
Open the Sequences page.
The Sequences page displays an entry for each sequence managed in the system.
If the Contracts module is in use, a counter for contracts will appear.
If the Procurement module is also enabled, an additional sequence for procurement may be visible.
Note: When the Procurement Plan Number is used as the Contract Number, the ability to manage sequences is only available within the Procurement Plan module.
Managing Sequences
Adding a Sequence
When you create contracts using a new prefix, a new sequence will be automatically added to the Sequences page.
No action is required to facilitate this.
However, if you need the sequence to start from a specific number, you can create the sequence first and assign the desired starting value.
Editing an Existing Sequence
You can edit existing sequences to adjust the next number to be generated.
For example, if the next contract number should be 1000, you can update the sequence accordingly.
Note: The Sequences page manages the next number to be generated. Other contract number generation rules, such as prefixes and the inclusion of calendar or financial years, are managed on the Settings > Contracts page.
Sequences and Data Imports
The system automatically updates sequences when data is imported. If contracts with specific numbers are imported, the system adjusts the sequences to ensure the next generated contract number follows the highest imported number.
For example, if the highest imported contract number is 500, the next contract generated will be 501.
Manually Refreshing Sequences
If you make administrative adjustments to contract numbers outside of a data import, you can manually refresh the sequences to ensure they remain up to date.
To refresh sequences:
Go to the Settings > Contracts page.
Click the Refresh Contract Number Sequences button.
This action ensures that the next number generated will always be higher than any existing contract numbers in the system.
Results / Validation
After updating an existing sequence, the next contract or procurement created with that sequence will use the number you set. When a new contract is generated, the sequence number increments as usual.