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S
Stilllearning3
January 30, 2021
Question

Unique identifier for invoices

  • January 30, 2021
  • 2 replies
  • 15 views

I am looking to provide a feed to an external system and need unique identifiers for each invoice and debit memo. The transaction number does not work because if I make an invoice today or a debit memo and go back and change it tomorrow (make a comment etc) it will give it a new transaction number. Is it possible to create a field in the template and have it self number and keep that number even when I go back to that invoice or debit memo and make changes? (And not allow duplicates in that field)?

2 replies

Pabz_L
Pabz_L
January 30, 2021

Let me share some information on how to keep track of an invoice in QuickBooks, @Stilllearning3.

 

QuickBooks offers a variety of features to help organize your accounting such as tracking payroll, prices, and invoices. It might be challenging to keep track of invoices, especially if you have a large client base. 

 

However, there are a few different methods you can use to keep track of your invoices:

 

  1. Log in to your QuickBooks Desktop and click the Edit menu at the top of the screen followed by Find.
  2. Click the Simple tab. Then, choose Invoice from the Transaction Type drop-down menu.
  3. Fill in the search fields with as much information as you can.
  4. Click Find. A list of found invoices will appear on the screen. Double-click an invoice to open it.

 

You can also use the advanced find, here’s how:

 

  1. Click the Edit menu at the top of the screen followed by Find. Then, select the Advanced tab.
  2. Select a filter from the Filter drop-down menu and fill in the fields shown on-screen. Each filter has different information you must fill out; this information allows you to narrow down your search results.
  3. Once done, click Find. A list of found invoices will appear on the screen. Double-click an invoice to open it.

 

You can also use this article: Customize Form Templates. It provides you steps on how to duplicate, export, or import your custom templates. It also includes a link on how to troubleshoot common issues when using and customizing templates at the bottom of the page. 

 

I'll be right here to help if you need further assistance. Have a great day!

S
Stilllearning3Author
January 30, 2021

Sorry but did you read my request? I am not asking how to create or use an invoice... I had a specific question of which you didn't answer?

    BigRedConsulting
    BigRedConsulting
    Level 15
    February 1, 2021

    While you can't see it when viewing invoices, you can include the Trans ID field on transaction detail reports. Once assigned to a transaction, it never changes.

     

    How do you convey the invoice information to the external system?  Reports?  Some other way?

    C
    ChristopherProst
    November 30, 2022

    I have a CRM outside of Quickbooks and would like to keep track of each customers status if paid or not or if invoices sent out and other customer management requirements.  To accomplish this, I need a list of transactions with the fields in sales.xls and a unique transaction ID exported in CSV or Excel format.  I currently exporting the sales.xls but without the transaction ID defined by the system, multiple fields are required to uniquely identify a record. 

     

    I like this method of using the existing transaction ID but I don't see Transaction ID as an available field in Quickbooks Online.  How can Transaction ID be added to an exported list of transactions?

    C
    Carneil_C
    Level 6
    November 30, 2022

    That's a great idea you have there, Christopher.

    An option to add a transaction ID to an exported transaction is unavailable in QuickBooks Online. I see how you'd love this feature implemented in QBO.

    Thus, this would be a great time to submit this feedback to our Product Development Team. This way, they can review and determine what features to add for future product enhancements. Here's how:

     

    1. Click the Gear icon and choose Feedback.
    2. Enter your feedback Suggestion.
    3. Press Next.

     

    Moreover, feel free to visit our Feedback forum to track the progress of your feature request.

     

    If you want to import your transactions in the future, we have a guide to help you get started whenever you're ready: Common questions about importing data to QuickBooks Online.

     

    You're welcome to visit here again in QuickBooks Community if you have more questions about managing your data. If you'd like to take care of other things like supervising your transactions, let me know, and I'll work with you on this. Take care always!

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