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How to Manage Number Ranges in Freightools

Number ranges allow you to automatically generate structured, unique identifiers for the main entities in Freightools. They ensure consistency, traceability, and readability across operational and financial documents. This guide explains the concepts behind number ranges, their components, and how to configure them effectively.

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What Are Number Ranges?

A number range defines how Freightools creates a unique code for a specific entity.
Common entities that typically use number ranges include:

• Customer Shipments (CS)
• Shipment Orders (SO)
• Invoices
• Additional operational or financial records

Each time a new record is created, the system generates an identifier using predefined components and a running counter.

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Why Use Number Ranges?

Structured numbering helps to:

• Guarantee uniqueness for every record
• Make documents easily recognizable at a glance
• Embed operational context into the reference number
• Separate numbering across business units or services
• Maintain chronological tracking

A well‑designed structure allows users to identify key details without opening the document.

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Components of a Number Range

Each generated code is built from one or more of the following elements:

Component

Description

Example

CurrentNumber

Sequential counter that automatically increments

000145

Code

Fixed label representing the entity type

CS, SO, INV

Year

Year the record is created

2026

S1 (Service Type Code)

Air, Ocean, Road, Courier

AIR

S2 (Service Trade Code)

Trade direction or lane

EU

S3 (Pickup Service Code)

Pickup classification

PUP

S4 (Delivery Service Code)

Delivery classification

DEL

BusinessUnitCode

Company division handling the job

TLV

These elements can be arranged in different orders depending on operational needs.

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Example Number Structures

1. Simple Sequential Numbering

Format: Code + Year + CurrentNumber
Example: CS‑2026‑000145

2. Operationally Descriptive

Format: BusinessUnitCode + Code + S1 + Year + CurrentNumber
Example: TLV‑CS‑AIR‑2026‑000145

3. Highly Detailed Reference

Format: Code + S1 + S2 + S3 + S4 + Year + CurrentNumber
Example: SO‑SEA‑EU‑PUP‑DEL‑2026‑000145

These structures allow users to identify operational or business context instantly.

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Best Practices for Design

1. Keep identifiers readable; avoid overly long sequences.
2. Maintain consistency across entities.
3. Use separate ranges for different business units to prevent overlap.
4. Plan for long-term growth to avoid redesigns.
5. Include operational meaning when valuable (service or business unit codes).

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How to Add or Edit a Number Range

Number ranges are configured through Process Management.

Step 1 – Access Number Ranges

1. Click the Configuration (cog) button in the top menu.
2. Navigate to Process Management → Number Ranges.

This displays all entities with configurable number ranges.

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Step 2 – Select the Entity

1. Choose the entity you want to update or add a number range for (e.g., Customer Shipment, Shipment Order, Invoice).
2. Click Edit.

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Step 3 – Create a New Number Range

1. Click New Number Range.
2. Fill in the relevant fields:

• Range Start / Range End – Only numeric values. Do not include code, year, or service parameters.
  • Example: Start = 1, End = 99999
• Zero Fill – Determines the number of digits by adding leading zeros.
  • Example: Zero Fill = 4 → 0001, 0002 …
• Code Pattern – Defines the structure of the generated code.
  • Click to see all available components (CurrentNumber, Code, Year, S1–S4, BusinessUnitCode).
  • Arrange in the desired order.

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Step 4 – Tips for Existing Entities

• When adding a new range for an entity that already has a range, use two tabs:
  • One tab to view the existing range and structure
  • One tab to create the new range, ensuring consistency
• Double-check Code Pattern and Zero Fill to avoid conflicts.

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Step 5 – Save and Activate

• After completing all fields, click Save.
• The new number range becomes active, and all new records for that entity will follow the configured structure.

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Key Points

• Range Start/End: Numeric only; excludes additional parameters
• Zero Fill: Ensures uniform number length
• Code Pattern: Determines full identifier structure
• Consistency Tip: Reference current ranges to replicate structure accurately

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Example Scenarios

Entity

Format

Example

Customer Shipment

CS + S1 + Year + CurrentNumber

CS‑AIR‑2026‑000245

Shipment Order

SO + BusinessUnitCode + Year + CurrentNumber

SO‑TLV‑2026‑000087

Invoice

INV + Year + CurrentNumber

INV‑2026‑001532

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Key Takeaway

Number ranges are not just sequential counters—they are structured identifiers embedding document type, operational context, business unit, and timeline in a single reference. Thoughtful design improves navigation, reporting, and internal communication.