Document numbers and statuses

See how Winlium numbers documents, how to read a document number, and what the common status labels mean in each module.

Checked against the product 06 Oct 2026

How documents are numbered

Documents get a number from Winlium. The number is the document's name. You use it to find the document, to quote it to others and to trace it in reports.

Winlium counts up on its own. The next document gets the next number.
A number already on a document is never changed, even when an administrator changes the format later.
Each document type has its own numbering settings.

A number is built from parts. Not every part is always used.

Part	Example	Notes
Prefix	GRV	Up to 12 characters.
Branch	BR1	Only when numbering is set to a separate series per branch.
Date	2026	Year, year and month, or full date. Before or after the counter.
Counter	0001	Zero-padded to the number length (1 to 12 digits).
Suffix	A	Optional. Up to 12 characters. Added without a separator.

Example only: prefix GRV, separator "-", year, counter of 4 digits gives GRV-2026-0001.

For the full explanation, see Document numbering.

Change how numbers look

Administrators change the format. You need access to the module's settings page, with the right to edit document numbering. The Document Numbering table is on these pages. In the menu choose Administration, then the settings page.

Settings page	Document types set there
Inventory Settings	Inventory documents.
Purchase Settings	Purchase documents.
Sales Settings	Sales documents.
Requisition Settings	Requisition documents.
Manufacturing Settings	Manufacturing documents.
Project Settings	Project documents.

Other modules do not show this table. There is no separate Document Numbering page.

The table lists each document type with its format, mode, when it restarts, and scope. Select Edit on a row to open its settings. The box says "Applies to the next number issued. Numbers already on documents are never changed." It shows a live preview under "Next number will look like".

Screenshot pending

Document Numbering table on a settings page with columns Document, Format, Mode, Resets, Scope and an Edit button on each row

1The Format column shows a sample number.
2Select Edit to change a document type.

Field	Type	Required	Details
Mode	Dropdown	Yes	System-generatedEntered manuallyEither System-generated: the system assigns the number and rejects one you type. Entered manually: you must type the number. Either: generated unless you type one.
Prefix	Text	No	Up to 12 characters. Placeholder: e.g. DO.
Suffix	Text	No	Up to 12 characters. Placeholder: optional.
Separator	Text	No	Up to 3 characters. Leave empty to run the parts together, for example SPB0015.
Number length	Number	Yes	From 1 to 12. The counter is padded with zeros to this length.
Include date	Dropdown	Yes	No dateYear (2026)Year + month (202608)Full date (20260806)
Date position	Dropdown	No	Before the numberAfter the number Shows only when a date is included.
Restart numbering	Dropdown	Yes	NeverEvery yearEvery monthEvery day
Numbering scope	Dropdown	Yes	One series for the companyA separate series per branch Per-branch numbering is off for document types that have no branch.
Force uppercase	Switch	No	Shows the whole number in capitals.

The prefix, suffix, separator, number length, date and restart settings are hidden when Mode is Entered manually.

Number format is a different setting

The Number Format Settings page is not about document numbers. It controls how amounts look on screen: the thousands separator, the decimal separator and the decimal places. It has a Locale Preset list that fills in common choices. A preview shows the result. Winlium formats amounts everywhere with it, for example ₦1,250,000.00.

How a document moves through statuses

Most documents follow the same path.

Step 1DraftYou create and save the document. You can still change it.
Step 2Awaiting ApprovalYou submit it. An approver decides. See Working with approvals.
Step 3ApprovedThe approver accepts it.
Step 4Posted or ProcessedThe document is final. It updates stock or the ledger.

Draft: the document is saved but does nothing yet. It does not post.
Approval: only when a Workflow Template covers the document.
Posted or Processed: the document takes effect. To undo it, you cancel or void it, where the module allows it.

Not every module uses every step, and each module uses its own words. Check each module guide for the exact path. The Expense module, for example, goes Draft, Submitted, Awaiting Approval, Approved, Payment Pending and Paid.

Common status labels

These are the labels Winlium shows in lists and filters. The Where you see it column names the places they are used today.

Status	What it means	Where you see it
Draft	Saved but not submitted or posted. You can still edit it.	Expenses, supplier bills, credit notes, journal batches, inventory counts, price update batches, budget plans
New	Created but not yet processed.	Goods received vouchers, delivery orders
Submitted	Sent in, before approval starts.	Expenses, advances
Awaiting Approval	Waiting on an approver.	Expenses, supplier bills, goods received vouchers
Approved	An approver accepted it. It may still need a further step, such as posting or payment.	Expenses, supplier bills, goods received vouchers
Partially Approved	Some approvers accepted it. Others have not.	Expenses
Rejected	An approver turned it down.	Expenses
Recalled	The submitter took it back before anyone acted.	Expenses
Posted	Final and in the ledger.	Supplier bills, remittances, inventory counts, journal batches, asset incidences
Processed	Final. Processed in stock.	Goods received vouchers, delivery orders, stock transfers, returns to suppliers, inventory credit notes
Done	Completed.	Credit notes, supplier returns (accounting)
Payment Pending	Approved and waiting to be paid.	Expenses
Paid	Paid out.	Expenses
Void	Cancelled after posting. It no longer counts.	Supplier bills, credit notes, supplier returns, inventory counts, journal batches, remittances
Cancelled	Cancelled. It no longer counts.	Expenses, goods received vouchers, delivery orders, price update batches, transfers

Other status words

Where	Statuses
Financial Year	Upcoming, Active, Blocked, Closed. See Financial years and periods.
User Management, Status column	Invited, Active, Suspended, Deactivated. See Accept an invite.
User Management, Account State column	Configured (the user has a role) and Holding (the user has no role yet).
My Approvals, Approval Status column	PENDING, APPROVED, REJECTED and the other approval statuses described in Working with approvals.
My Approvals, Priority column	OVERDUE, DUE_TODAY, UPCOMING, DONE.
My Delegations, Status column	Active, Inactive.

Payment words

An invoice that is posted but not fully paid is Unpaid or Partially Paid. When it is fully paid it is Paid. A credit note linked to an invoice reduces that invoice's balance and updates this status.