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Setting document numbers & pricing conditions

Under Settings > Finance Documents you set the prefixes for your quote, invoice, delivery note, and credit note numbers, and control how the pricing condition popup is pre-filled for your entire team when adding line items.

Under Settings > Finance Documents you configure two fundamental things for your entire team: the pattern Univents uses to assign your quote, invoice, delivery note, and credit note numbers, and how the pricing condition popup behaves when you add line items. This article is for anyone who creates financial documents in Univents and wants to set up their number ranges or pricing condition defaults once, correctly.

Setting number ranges per document type

Univents assigns document numbers following the pattern <Prefix><Year>-0001. In the Number ranges section you define a separate prefix for each document type.

  1. Open Settings > Finance Documents.
  2. In the Number ranges section you'll see four fields, one per document type.
  3. Enter your desired prefix in the relevant fields — maximum 12 characters. Leave a field blank to use the default.
  4. Below the fields, a preview shows the next number per document type, e.g. ANG2026-0001.
  5. Click Save number ranges.
Document typeFieldDefault prefixExample
QuoteQuoteANGANG2026-0001
InvoiceInvoiceRERE2026-0001
Delivery noteDelivery noteLSLS2026-0001
Credit noteCredit noteGSGS2026-0001

Only change a prefix at the start of your business or at the turn of the year — changing it mid-stream creates breaks in your number sequence, which can raise questions during an audit.

Pricing condition popup: a default for the whole team

When you add line items to a quote, Univents can show a popup asking whether pricing condition surcharges should be applied. In the Pricing Condition Defaults section you decide how this popup is pre-filled — the setting applies uniformly to the whole team, not per member.

ToggleEffect
Apply Pricing Condition (Default)When adding a line item, "Apply Pricing Condition" is checked by default in the popup.
Show Pricing Condition in Description (Default)Only visible when the first toggle is on. Shows individual surcharges as separate line items in the quote instead of folding them into the price.
Skip Popup AutomaticallyThe popup no longer appears at all — the configured defaults are applied directly when you add a line item, with no prompt.

All three toggles save immediately when switched — there's no separate save button here.

Frequently asked questions

What happens if I change the number range while documents already exist? Existing documents keep their old numbers. New documents get numbers with the new prefix from the moment you save, starting at 0001 for the current year.

Do I need to save again after every change to the number ranges? Yes. The Number ranges section has its own Save number ranges button, and without clicking it your prefix changes won't take effect. The pricing condition toggles, on the other hand, save automatically when switched.

Can I configure different settings for different document types? For the number prefix, yes — each of the four document types (quote, invoice, delivery note, credit note) has its own field. For the pricing condition defaults, the three toggles apply uniformly to every quote in the workspace.

Does the pricing condition default also affect quotes that already exist? No. The default only controls how the popup is pre-filled when you add new line items from the moment you change it. Line items already added to existing quotes are not adjusted retroactively.