The Deal Reference Number Template feature allows administrators to define how reference numbers are automatically generated for deals in RIVO. Organizations can create customized numbering formats using predefined fields, running numbers, and conditions to meet their internal reference numbering requirements.

Setting Up Deal Reference Number Templates

The administrator can configure reference number templates by selecting the Administrator menu, then Reference Numbers under Application Settings.

Click Add New to create a new reference number template.

Basic Settings

Complete the following details:

• Name – Enter a name for the template.
• Description – Provide a brief description of the template.
• Applies To – Select the entity for which the template is applicable.
• Level – Defines the level at which the template applies.
• Max Length – Specifies the maximum length of the generated reference number.
• Year Format – Select the year format to be used in the reference number.

Running Number Settings

Configure the sequential numbering used in the reference number.

• Scope – Select how the running number is maintained:
  • Global (Single Counter) – One sequence across all deals using the template.
  • Per Product – A separate sequence for each product.
  • Per Unit – A separate sequence for each organizational unit.
• Length – Defines the number of digits in the running number.
• Start Value – Specifies the starting number for the sequence.
• Reset – Determines whether the running number resets annually or when the configured limit is reached.
• Characters – Select the characters used for the random component of the reference number.

Adding Conditions

Administrators can define conditions to determine when a particular reference number template should be applied.

Click Add Condition and select the required criteria, such as Product or Unit.

When multiple conditions are configured, all conditions must match for the template to apply. If no conditions are defined, the template can apply to all deals.

Building the Reference Number Pattern

The reference number format can be configured by dragging and dropping the available fields into the pattern area.

Available fields include:

• Organization Details – Unit Name, Unit (Compact), Initials.
• Deal Details – Product, Product Type, Undertaking Type, Scope, Bank / Corporate.
• Date and Time – Year, Month, Day, Time, Full Timestamp.
• Additional Fields – Running Number, Random, Custom Field for Units.

Separators such as /, -, ., and _ can be added between fields.

The Live Preview displays an example of the reference number based on the configured pattern.

Once completed, click Save Template.

Managing Reference Number Templates

Administrators can manage existing templates using the context menu, with options to Edit, Duplicate, Activate/Deactivate, or Delete a template.

Only active templates are considered when generating reference numbers. Duplicated templates are created in an inactive state and can be activated when required.

Abbreviations

The Abbreviations tab allows administrators to customize the short codes used in reference numbers for Product, Product Type, Transaction Step, Scope, and Issuance Type.

Click Add New to select the required field and define a custom abbreviation.

Existing abbreviations can be edited, activated, deactivated, or deleted. When no custom abbreviation is active, RIVO uses its default abbreviation.

Change Log

The Change Log tab provides a history of changes made to reference number configurations.

Administrators can review configuration activities, including changes to templates and abbreviations, along with the action performed and the date and time.

The Change Log tracks configuration changes and does not display reference numbers generated for individual deals.

How Reference Numbers Are Generated

When a new deal is created, RIVO automatically identifies the applicable reference number template based on the configured conditions.

The reference number is generated using the selected pattern and running number settings.

For example, a template configured with Unit, Year, and Running Number may generate a reference such as SG/26/00042.

If multiple templates are available, RIVO selects the applicable template based on the configured priority. If no organization-specific template matches, the system uses the applicable RIVO default template.

The generated reference number is assigned to the deal and can be used to identify and track the transaction within RIVO.