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Order numbering card with a custom format configured and the next order reference previewed

Settings > Operations > Orders

This view can look different dependent on your user role.
See Visibility & Permissions for details.

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Primary Purpose

Orders sits under Operations in Settings and holds one card: Order numbering. It sets the account-wide format and sequence that every order reference is built from. Individual locations can override either half. Each order carries two values. The number is the raw sequence value — 1042. The reference is what the number is rendered as — #1042, S-001042, or whatever your format produces — and it is the value shown in the admin, on emails and documents, and in the customer portal. Both are allocated when the order leaves pending, so an abandoned checkout never consumes a number.
Off by default, which numbers orders #1, #2, #3. Turn it on to build the reference yourself from a prefix, a suffix, and a minimum number length.A custom format with every field left empty is not “no format” — it produces the bare number (42), and that is how you drop the # entirely.
Prefix, suffix, and padding are capped so that the longest reference a format can produce still fits the Order reference field on the customer portal recovery form — a reference a customer cannot type back in would lock them out of their own order.
The number the next order receives, unless its location draws from its own sequence. Allocation hands out this value and then increments.Editing it restarts numbering from that point. This is a deliberate operation — usually paired with a new prefix, for example a yearly 2026- reset — and it re-issues numbers that existing orders may already carry, so change it only when you mean to. The form sends this value only when you actually edited it, so saving a prefix change never rewinds a counter that moved while the page was open.
Below the fields, Next order renders the reference your current settings produce for the next value. It uses the same formatting the server uses when allocating, so the preview and the real reference cannot drift.

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Worked examples

Order numbering is separate from document numbering. Receipt and invoice numbers draw their own sequences and render bare — a format set here never reaches them. See Documents.

Locations

Give a location its own prefix, its own sequence, or both

Emails

Render the reference in email and document templates with {{reference}}

Order Lifecycle

When an order leaves pending and earns its number

Orders

The Reference column in the Orders table

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Visibility and Permissions

This page is gated by account_settings:orders, in the four operations — , , and . Owner and Admin hold every operation. Manager and Member do not hold it at all. For what each operation means and the full role matrix, see Users & Roles.