Setting Up Firm Sequence Numbers

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Overview

Firm Sequence Numbers control how Efimis automatically generates unique reference numbers for key records throughout the system.

Sequence numbers are used to ensure records are created in a consistent format and remain unique across the firm.

Sequence Numbers can be configured for:

Firm Sequence Numbers should be configured during the initial implementation of your Efimis environment, before operational data is entered.

Navigate to:

Settings → Firm Settings → Sequence Numbers

From here, authorised users can configure numbering for:

Each sequence contains:

Setting	Description
Starting Number	The first number used when generating records.
Prefix	Optional text added before the number.
Suffix	Optional text added after the number.
Number Format	Controls the number of digits by adding leading zeros where required.

Number formats can include prefixes, suffixes and fixed-length numbering.

If the number exceeds the specified digit length, Efimis continues numbering without truncating the value.

Client Sequence Numbers determine how new Client IDs are generated.

To configure Client numbering:

Step	Action
1	Enter the starting Client number.
2	Enter an optional Prefix.
3	Enter an optional Suffix.
4	Specify the required number format, if applicable.
5	Save the configuration.

Each new Client created will automatically receive the next available Client Number.

Supplier Sequence Numbers determine how new Supplier IDs are generated.

Step	Action
1	Enter the starting Supplier number.
2	Enter an optional Prefix.
3	Enter an optional Suffix.
4	Specify the required number format.
5	Save the configuration.

If using prefixes, ensure each sequence uses a unique prefix that is not shared with another sequence.

Matter Sequence Numbers determine how new Matter Numbers are generated.

Step	Action
1	Enter the starting Matter number.
2	Enter an optional Prefix.
3	Enter an optional Suffix.
4	Specify the required number format.
5	Save the configuration.

Each new Matter automatically receives the next available Matter Number.

Invoice Sequence Numbers determine how Invoice Numbers are generated.

Step	Action
1	Enter the starting Invoice number.
2	Enter an optional Prefix.
3	Enter an optional Suffix.
4	Specify the required number format.
5	Save the configuration.

Each new Invoice automatically receives the next available Invoice Number.

Scenario	Behaviour
New Client created	Receives the next available Client Number.
New Supplier created	Receives the next available Supplier Number.
New Matter created	Receives the next available Matter Number.
New Invoice created	Receives the next available Invoice Number.
Prefix configured	Added before the generated number.
Suffix configured	Added after the generated number.
Fixed digit format configured	Leading zeros are automatically added where required.
Number exceeds configured digit length	Number continues increasing without truncation.
Sequence reaches the next value	Efimis automatically increments the sequence.
Existing records	Their assigned sequence numbers are not changed if the configuration is updated.

Configure all Sequence Numbers before creating operational records.
Use unique prefixes to distinguish different record types.
Apply a consistent numbering format across the firm.
Avoid changing sequence settings once live data exists.
Review numbering formats during implementation to ensure they meet your firm's requirements.
Reserve prefixes for meaningful identifiers, such as record type or business unit, where required.
Restrict access to Sequence Number settings to authorised administrators only.