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Document Naming Rule

In ABNERP, managing naming conventions systematically helps maintain consistency and traceability across your records. The Document Naming Rule feature allows you to set up dynamic naming based on conditions, offering more flexibility than the standard Document Naming Settings (Series).

\u2728 Key Differences from Traditional Naming Settings While Document Naming Settings apply a prefix or pattern globally to a doctype, Document Naming Rule introduces conditional logic to apply naming series based on specific field values within the document.

\ud83d\udee0\ufe0f How to Set Up a Document Naming Rule Follow the steps below to configure a Document Naming Rule:

Steps:

  1. Select the Document Type Choose the Doctype (e.g., Sales Invoice, Customer, etc.) where the rule will apply.

  2. Set Priority Assign a Priority number to the rule.

\ud83d\udd39 Higher priority rules (e.g., 10) are applied before lower ones (e.g., 5). \ud83d\udd39 If multiple rules match, the one with the highest priority is used.

  1. Add Rule Conditions \u2795 You can add multiple conditions per rule. The rule is applied only when all conditions are satisfied.

\ud83d\udd0d Example Use Case Scenario: You want to name Customers based on their location.

If the customer's Country is India, the naming format should be: CUST-INDIA-00001, CUST-INDIA-00002, ...

This can be achieved using two Document Naming Rules:

Rule 1: Prefix = CUST-INDIA-, Condition = Country = India

Rule 2: Prefix = CUST-USA-, Condition = Country = USA

If the Country is USA, the format should be: CUST-USA-00001, CUST-USA-00002, ...

  1. Define the Prefix Enter the desired prefix in the Prefix field under the Naming section. Example: PSI/

  2. Set the Serial Number Start Specify the starting serial number in the field next to the prefix. Example: 5 \u2192 The first document will be named PSI/00005

Here is an Example:

\u2705 Benefits Automates naming based on document fields

Reduces manual selection and human error

Supports multiple naming patterns within the same Doctype

Useful for companies with multi-branch, multi-country, or multi-category document types

\ud83d\udcdd Notes Always ensure the conditions are specific enough to avoid conflicts between rules.

If no rule matches, the system will fall back to the default Naming Series (if configured).