Number allocation
The way a counter works is to increase the value of the field by 1 each time a new instance of it is used. For example, if the first company you create in the database is allocated the value 10001 in the Number field, then the nineteenth company is allocated the value 10019.
Counters can apply to the following fields:
Number fields in the Company screen, the Project screen, the Sale screen, and the Contact screen.
The Our Ref. field in the Document dialog if it is defined for the relevant template.
Counters from third party suppliers can also be used.
In the top part of the Number allocation tab is a table showing the defined counters.
Columns
| Column | Description |
|---|---|
| [Icon] | Shows where the counter is used, for example,  for the Company screen. |
| Counter | Shows the name of the counter, for example, Company number, which applies to the Number field in the Company screen. |
| Next | Shows the next value for the counter. |
| Allocate | Specifies if the automatic counter function is used, so that the system enters values for you. |
| Unique | Specifies if the counter values must be unique. Useful when users allocate values themselves. |
| Read only | Specifies whether users can type values into the counter fields themselves. |
| Allow blank | Specifies if an empty counter field is a permitted value. Useful when the counter values must be unique. If Allow blank is checked, this means that the requirement for unique values does not apply to empty fields. |
| Last used | Shows when the counter field was last used. |
| By - User ID | Shows who last used the counter field. |
| By - Portrait | Shows a thumbnail image of the user who last used the counter field. |
Results of number allocations
The table below shows the consequences of different combinations of the values Allocate (A), Unique (U), Read only (R), and Allow empty/blank (B) in practice:
| A | U | R | B | Result |
|---|---|---|---|---|
| Users can enter what they want. | ||||
| x | A number is allocated which the user can change. | |||
| x | x | A number is allocated which the user can change to a unique value. The database can have only one empty field. | ||
| x | x | x | A number is allocated which the user cannot change. | |
| x | x | x | x | A number is allocated which the user cannot change. |
| x | x | x | A number is allocated which the user can change to a unique value or remove. The database can have unlimited empty fields. | |
| x | x | A number is allocated which the user cannot change. If any external processes change the number, uniqueness is not checked. | ||
| x | No number is allocated. The user can specify a number, but it must be unique. The database can have only one empty field. | |||
| x | x | No number is allocated. The user can specify a number, but it must be unique. The database can have unlimited empty fields. | ||
| x | x | No number is allocated, nor may the user specify a number. Useful when using counters from third party suppliers. | ||
| x | No number is allocated, nor may the user specify a number. The database can have only one empty field. (Not recommended.) |