Asset Numbering Formats

When a new asset is created in AccuArk, the system automatically generates a unique asset number based on the format configured in Asset Settings. This numbering system ensures every asset has a consistent, meaningful identifier that can encode information such as the year of acquisition, asset category, location, and a sequential counter. Understanding how the format tokens work helps you design a numbering scheme that fits your organization's needs.

How Auto-Numbering Works

The auto-numbering process runs every time a new asset is created, whether through the acquisition wizard, bulk import, or direct creation. The system reads the current numbering format string from Asset Settings, replaces each token with its computed value, and places the result in the Asset Number field on the new asset record.

The generated number appears in the Asset Number field before you save the asset, so you can see exactly what the system will assign. If you need a custom number instead, you can clear the field and type your own — but the custom number must be unique across all assets in the system.

Format Tokens Explained

Tokens are placeholders enclosed in curly braces that the system replaces with dynamic values. You can combine tokens with any literal text (letters, numbers, dashes, slashes, dots) to create your desired format.

{YYYY} — Four-Digit Year

Replaced with the current four-digit calendar year at the time the asset is created.

• In 2026, this token produces: 2026
• In 2027, this token produces: 2027

Use this token when you want assets to be easily sorted by acquisition year. It is the most common year token because it avoids ambiguity between centuries.

{YY} — Two-Digit Year

Replaced with the last two digits of the current calendar year.

• In 2026, this token produces: 26
• In 2027, this token produces: 27

Use this token when you want a shorter format. Be aware that two-digit years can be ambiguous if your organization retains assets for very long periods.

{CAT} — Category Prefix

Replaced with the prefix string defined on the asset's category. Each asset category can have a short prefix (typically 2-4 characters) that identifies the asset type.

Examples of category prefixes:

If the {CAT} token is in the format but the asset's category has no prefix defined, the token is omitted (replaced with an empty string). This means the resulting asset number will have the surrounding text but no category identifier in that position. To avoid gaps in your numbering, make sure every category has a prefix assigned if you use the {CAT} token.

Category prefixes are set in the Category Manager (Assets > Categories). See Asset Categories Setup for details.

{LOC} — Location Code

Replaced with the code or prefix assigned to the asset's location. This is useful for multi-location organizations where you want to identify which site an asset belongs to at a glance.

Examples of location codes:

Like the {CAT} token, if the location has no code defined, the token is omitted. Ensure all locations have codes assigned if you include {LOC} in your format.

{SEQ:N} — Sequential Number

Replaced with the next available sequential number, zero-padded to N digits.

• {SEQ:4} produces: 0001, 0002, 0003, ... 9999
• {SEQ:5} produces: 00001, 00002, ... 99999
• {SEQ:6} produces: 000001, 000002, ... 999999

The sequence number increments by one for each new asset created. The current sequence value is stored in the database and never reuses numbers, even if assets are deleted. This guarantees uniqueness — if asset number 00047 is deleted, the next asset will be 00048, not 00047.

The padding width (N) determines the maximum number of assets before the format overflows. Choose a width that accommodates your expected growth:

If the sequence exceeds the padding width, the number will be longer than the padded format (e.g., {SEQ:4} will produce 10000 instead of 9999 + overflow error). The system does not truncate — it simply produces a longer number.

Example Formats and Output

Here are several common formats with sample output to help you choose the right one for your organization:

Format: "AST-{YYYY}-{SEQ:5}"

This is the default format and works well for most organizations. It produces chronologically sortable asset numbers with a clear prefix.

Format: "{CAT}-{LOC}-{SEQ:4}"

This format identifies both the asset type and location. It is ideal for multi-location organizations that want to quickly identify where an asset is and what type it is.

Format: "{YYYY}{CAT}{SEQ:4}"

A compact format with no separators. Useful when space is limited (e.g., on barcode labels).

Format: "FA/{YY}/{SEQ:6}"

Uses slashes as separators and a two-digit year. The 6-digit sequence provides room for very high volumes.

Sequence Behavior

Incrementing

The sequence increments by one each time a new asset is created, regardless of category, location, or user. All assets share a single global sequence counter. This means if you create an IT asset (sequence 00047) and then a Vehicle asset (sequence 00048), the numbers are always unique even across categories.

No Reuse

Sequence numbers are never reused. If asset 00047 is deleted, the next asset will be 00048. This prevents confusion and ensures that historical references to asset numbers remain valid even after assets are removed from the system.

Yearly Reset (Optional)

If the format includes a year token ({YYYY} or {YY}) and the yearly reset option is enabled in Asset Settings, the sequence resets to 1 on January 1st of each year. This means the first asset created in 2027 will be 00001 (or whatever the padded starting value is), regardless of how many assets were created in 2026.

Yearly reset is safe because the year token ensures uniqueness across years. AST-2026-00001 and AST-2027-00001 are different asset numbers even though the sequence portion is the same.

If the format does not include a year token, yearly reset is not available — the sequence must always increment to maintain uniqueness.

Overriding the Auto-Generated Number

When creating a new asset, the auto-generated number appears in the Asset Number field. If you prefer a custom number, simply clear the field and type your own. Custom numbers must follow these rules:

• The number must be unique across all assets in the system
• The number can contain letters, numbers, dashes, slashes, and dots
• The number cannot be blank — every asset must have an asset number

When you override the auto-generated number, the global sequence counter is still incremented. This means the next auto-generated number will skip the number that would have been assigned. This prevents collisions if you later switch back to auto-generated numbers.

Changing the Format

You can change the numbering format at any time in Asset Settings. However, the change only affects newly created assets. Existing asset numbers are never modified — they retain whatever number they were assigned at creation time.

This means your asset register may contain assets with different numbering formats if you change the format over time. This is normal and expected. The system does not require all assets to follow the same format.

If you change from a format that includes {YYYY} to one that does not (or vice versa), the sequence counter continues from its current value. It does not reset when the format changes.

Tips for Choosing a Format

• Include {YYYY} for chronological sorting. Assets sorted by number will naturally appear in acquisition-year order, making it easy to identify old assets.
• Use {CAT} to identify asset type at a glance. When scanning a list or a barcode label, a category prefix immediately tells you what kind of asset you are looking at.
• Use {LOC} only if assets rarely move between locations. If assets are frequently transferred, the location code in the asset number becomes misleading after the first transfer.
• Pad sequences to at least 4-5 digits. Even if you only have a few dozen assets today, growth may be faster than expected. Starting with a 5-digit sequence avoids the need to change the format later.
• Use dashes or slashes as separators. Separators make long asset numbers easier to read, type, and communicate verbally. "AST-2026-00001" is clearer than "AST202600001".
• Keep the format consistent. Avoid changing the format frequently. A single, well-designed format used consistently over time creates a clean, understandable asset register.
• Test your format before going live. Create a few test assets to verify the format produces the output you expect. Delete the test assets afterward if needed — the sequence will continue from where it left off.

Related Articles

• Asset Settings & Configuration
• Asset Categories Setup
• Adding a New Asset
• Bulk Importing Assets from CSV
• Barcode & Label Printing