Invoice numbers appearing on Sales Receipts

linda r · ‎August 25, 2020

Hello,

When I create a Sales Receipt, it also generates an invoice number for it. So my Sales Receipt has an invoice number. How do I stop that?

Thank you.

Linda

LauraAB · ‎August 26, 2020

Hi there Linda,

Thanks for stopping by the QuickBooks Community and sharing a bit about what's happening with your invoice and sales receipt numbers. I know business owners and bookkeepers have various ways they might number these kinds of transactions, so I want to make sure you have a sense of how the numbering system in QuickBooks Online works. I can explain what's happening.

QuickBooks uses the same numbering system for the different sales forms in the program. What this means is when you create an invoice followed by a sales receipt, the program will number the sales receipt based on the number of the invoice before it. So if I have an invoice numbered 1050, my sales receipt that I create next will be 1051. Likewise, if I were to use a unique numbering system for my invoices, that would also appear on a sales receipt next time I create that. If I use INV-1050, my sales receipt would default to INV-1051.

For situations where you have separate numbering sequences for your invoices verses your sales receipts, you'll want to keep an eye on the numbers to make any manual changes necessary before saving the transactions. You can do this in the transaction number field available in the header area when you're filling in a transaction. If you're not seeing the field as editable, you can check on your settings using the following steps.

Select the Gear icon.
Choose Account and settings.
Click the Sales tab.
In the Sales form content section, make sure Custom transaction numbers is turned on.
If it's not, click that section to edit it and toggle that option.
Click Save.
Click Done to exit settings.

At this time, there isn't a way to separate the invoice and sales receipt number configuration. In light of that, I invite you to share your thoughts and feedback about it using the steps outlined here: How do I submit feedback? This helps us know what users are looking for as we continue to develop the program.

I'll be here if you have further questions. Enjoy your day!

View solution in original post

LauraAB · ‎August 26, 2020

Hi there Linda,

Thanks for stopping by the QuickBooks Community and sharing a bit about what's happening with your invoice and sales receipt numbers. I know business owners and bookkeepers have various ways they might number these kinds of transactions, so I want to make sure you have a sense of how the numbering system in QuickBooks Online works. I can explain what's happening.

QuickBooks uses the same numbering system for the different sales forms in the program. What this means is when you create an invoice followed by a sales receipt, the program will number the sales receipt based on the number of the invoice before it. So if I have an invoice numbered 1050, my sales receipt that I create next will be 1051. Likewise, if I were to use a unique numbering system for my invoices, that would also appear on a sales receipt next time I create that. If I use INV-1050, my sales receipt would default to INV-1051.

For situations where you have separate numbering sequences for your invoices verses your sales receipts, you'll want to keep an eye on the numbers to make any manual changes necessary before saving the transactions. You can do this in the transaction number field available in the header area when you're filling in a transaction. If you're not seeing the field as editable, you can check on your settings using the following steps.

Select the Gear icon.
Choose Account and settings.
Click the Sales tab.
In the Sales form content section, make sure Custom transaction numbers is turned on.
If it's not, click that section to edit it and toggle that option.
Click Save.
Click Done to exit settings.

At this time, there isn't a way to separate the invoice and sales receipt number configuration. In light of that, I invite you to share your thoughts and feedback about it using the steps outlined here: How do I submit feedback? This helps us know what users are looking for as we continue to develop the program.

I'll be here if you have further questions. Enjoy your day!

linda r · ‎August 26, 2020

Hi LauraAB,

Thanks for your thorough explanation.

I thought I was doing something wrong. As you suggested, I will submit feedback.

Thanks again

Linda

LauraAB · ‎August 27, 2020

You're welcome, Linda! I'm happy to have been able to help clear that up, and I'm glad to hear you're submitting feedback about this. Feel free to join us in the Community again if you have anything else you need a hand with. We've got your back. :)

savvasst · ‎February 26, 2021

Hi, so it's like you either use our numbering system or not. Thank you very much Quickbooks being so helpful.

What I don't understand is. You have the option to turn off the numbering system. But now I face the risk that any sale receipt and invoice will not have numbers. So the tax authorities of the country may give you a penalty.

I thought QuickBooks was more clever than that. It is unacceptable to just turn off the numbering system. the whole point of this is to have a numbering system to track down the sales. so to avoid any money laundry or whatever. So if a company issues 100 cash or invoice or whatever how I am gonna count them ????

What I would suggest is that provide me with two systems of numbering. I will have my wholesale numbering system (Invoices). And another numbering system for my cash/visa sales POS or teller. Cash receipt and invoice will work independently of the numbering system.

Since QuickBooks is sold internationally it must provide the option to be international.

Anyway maybe I did not understand something and I would appreciate your reply.

Rebecca R · ‎February 26, 2021

Hello there @savvasst and thanks for joining in on this thread to share your thoughts regarding the default numbering system used in QuickBooks Online for sales transactions.

As @LauraAB explained in her reply above, both Invoices and Sales receipts follow the same numbering system in QuickBooks Online. If you create an Invoice that is numbered 100, followed by a Sales Receipt, the Sales Receipt will be allocated number 101. If you'd like to use a different numbering system, you can manually override the number in the field. Ensure that you're keeping track of your numbering system elsewhere so that you know the next one that should appear in the sequence for each transaction type.

I'd also like to encourage you to submit feedback on this in-product. When you let us know how we can improve the program, we take those suggestions into consideration when implementing new features.

Take care and have a great weekend!

Matt1997 · ‎June 07, 2024

Quickbooks Desktop version had different numbering systems for sales receipts and invoices (and likely other forms) without the need to manually override anything. Why is Quickbooks making this harder for long time users as they are forced to move to the online version?

Topics

Training

Community

Resources

Invoice numbers appearing on Sales Receipts