Administration · Setup & configuration · 9 min read

Menus, sequences and custom fields

Rename and hide menu entries, set document numbering, and add your own fields to contacts and products.

Before you begin

These three screens are under Administration > Configuration: Menus, Sequences and Custom fields. You need company.manage and administrator membership to change them. Viewers can read custom fields with company.view.

Rename, hide and reorder menus

1. Open Menus and choose a Module from the list, for example Sales.
2. For each entry, type a new name in Rename (English) and Rename (Arabic). Blank keeps the shipped name. Each can be up to 80 characters.
3. Untick Shown to hide an entry.
4. Use Move up / down to reorder. Entries move only within their own group.
5. Click Save menus and reload. The footer reads, for example, '3 of 40 entries changed'.

Reset this module restores the shipped menus at once, without asking for confirmation.

Set document numbering

1. Open Sequences. Each row is a record type with a Name, Code, Next number and Status.
2. To change one, open it and click Edit. To add one, click New sequence and choose the record type from Numbering for. Name, prefix and size are filled from the default. The code cannot change after creation, and a code that already has a sequence gives 'That code already has a sequence.'
3. Type the Name (up to 80 characters).
4. Set the Prefix and Suffix (up to 32 characters each). You can use %(year)s (2026), %(y)s (26), %(month)s and %(day)s. Example: INV-%(year)s-.
5. Set the Sequence size, a whole number from 0 to 20, which is the number of digits. Default 6. Otherwise: 'Enter a whole number from 0 to 20.'
6. Set the Step (1 to 1000).
7. Set the Next number (1 to 2,000,000,000). The preview shows the result.
8. Leave Active on and save.

Worked example

You set prefix INV-%(year)s-, size 5 and next number 100. The preview shows INV-2026-00100, and the next invoice you post gets that number. To start a new year at 1, set next number back to 1 once the year changes, or rely on a prefix that carries the year.

Switching a sequence off

Untick Active and creating a record of that type is refused: "The sequence '<name>' is switched off." Once archived, a sequence cannot be reactivated from the screen, so switch off rather than archive.

If two people edit the same sequence at once, the last save wins and no history is kept.

Add a custom field

Custom fields add company-specific data to contacts or products.

1. Open Custom fields and click Add custom field.
2. Choose Applies to: Contacts or Products.
3. Type the Key: lower-case, starts with a letter, letters, digits and _, up to 40 characters, unique for that record type. Example: x_shoe_size. A key such as Size gives 'Use a lowercase key starting with a letter.' A key that matches a protected field such as price, code, name, iban, password or salary is refused: "'price' would shadow the protected field...". A used key gives 'That key is already used on this model.'
4. Type the Label (up to 80 characters), for example Shoe size.
5. Choose the Field type: Text, Decimal number or Yes-No.
6. Save.

The field appears on the customer (or product) form. A decimal field keeps two places: '1.234' is refused with 'Use at most 2 decimal places.' Text is limited to 240 characters.

Good to know

• Only administrators add custom fields. Others see no button and the system says 'Company administration is required.'
• Menus for the Platform, Billing and Tax modules cannot be changed here yet; choosing one says 'Unknown module'.