Set up document sequences

Prerequisites: Organization created.
Required permission: Admin Center access (organization owner or a member of the <org-name>-admins group).

A Sequence controls how Tooling Metrics automatically generates numbers for new documents — purchase orders, tools, parts, and more. Your organization already has a sequence for every document type with working defaults; this tutorial adjusts them to your own conventions.

Steps

1. In the admin sidebar, click Sequences.
2. The list shows every document type that supports automatic numbering, already populated with defaults. Click the one you want to configure (for example, Purchase Order).
3. Set the Prefix — a fixed string at the start of every number (e.g., PO).
4. Optionally set the Subsequence — a date pattern inserted between the prefix and the number, using %Y/%y for year and %m for month (e.g., /%y/). Leave it blank to skip the date segment.
5. Set the Size — how many digits the number is padded to (e.g., size 4 turns 42 into 0042).
6. Set the Next Number — the value used for the next document.
7. Click Update.

With prefix PO, subsequence /%y/, and size 4, the next document generated is PO/25/0042 (where 25 is the current two-digit year).

Important notes

• Sequences apply to new documents only. Existing documents are not renumbered.
• Lowering Next Number below the count already in use is not blocked by the form, but it will produce duplicate document numbers on documents you’ve already issued — don’t do it on a sequence that’s live.
• A Step of 0 means the counter never advances — every document gets the same number. Leave Step at its default of 1 unless you have a specific reason to change it.

Next

Configure currencies and units — set the default currency for purchase orders and cost tracking.

Related articles

• Set up your organization
• Configure groups and permissions
• Invite users
• Configure currencies and units