Number Sequencer — How Automatic Reference Numbers Work in Law App

The Number Sequencer controls how Law App automatically generates reference numbers for all transactions — including payments, receipts, invoices, journals and more. Each time you create a transaction, the system pulls the next number from the relevant sequence.

You can find it by going to Admin > Number Sequencer from the left menu.

How it works

Every sequencer entry has the following fields:

• Code / Description — The transaction type (e.g. “General payment number”, “Trust receipt number”)
• Prefix — The letters that appear at the start of the reference (e.g. GP, EFT, TR)
• Fund Form — Where a transaction type has multiple payment methods (e.g. EFT, Cheque, PEXA), each method gets its own sequence
• Bank Account — Optionally ties a sequence to a specific bank account
• Account Prefix — An optional prefix linked to the account
• Seed — The starting number for the sequence
• Last Sequence — The most recently used number. The next transaction will use this number + 1
• Suffix — An optional value appended to the end of the reference
• Pattern — The formula used to build the reference number, e.g. {prefix}{sequence} or {prefix}{FundPrefix}{sequence}
• Display — A preview of what the current reference looks like

Multiple sequences for the same transaction type

Some transaction types have more than one entry because different payment methods or bank accounts need their own numbering. For example, Trust payment numbers have separate sequences for:

• EFT (ID 7) — Prefix: EFT, Fund form: EFT — produces references like EFT000857
• Cheque (ID 25) — Prefix: TC, Fund form: Cheque — produces references like TC002192
• PEXA (ID 23) — Prefix: TFER, Fund form: PEXA — produces references like TFER001229
• QRO (ID 24) — Prefix: QRO-25/, Fund form: QRO — produces references like QRO-25/0124

Similarly, General payment numbers have separate sequences for EFT (Prefix: GP) and Cheque (Prefix: GC, Fund form: Cheque). When you select the payment method on a transaction, Law App automatically uses the correct sequence.

How to update a sequence

If you need to change the next number in a sequence — for example, to align cheque numbers with your physical cheque book:

1. Go to Admin > Number Sequencer
2. Find the relevant entry (use the search bar or sort by Code)
3. Edit the last sequence field to the number just before the one you want used next
4. Press Save

For example, if your next cheque should be number 1050, set the last sequence to 1049.

Important notes

Changing a sequence number does not affect any previously issued references.

If a transaction type has multiple sequences (e.g. General cheque number ID 14 and General payment number with Fund form Cheque ID 26), make sure you update both to keep numbering consistent.

The Seed value is the original starting number and does not affect current numbering — only last sequence matters for what number comes next.