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Automatic numbering for invoices has stopped working and is displaying numbers already used.

Wanted to create an invoice and it seems the automatic numbering has stopped. The next number is shows has already been used and there have been at least 10 generated since that number. How do I find out what the last invoice number was and how do I reset it to automatically number again?

Thank you,

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Best answer 03-11-2019

Accepted Solutions
Established Community Backer **

This happens when you manually enter numbers and you miss...

This happens when you manually enter numbers and you miss one. For instance: You are entering a stack of pre-numbered invoices - starting with Invoice #100. QB automatically enters the Invoice numbers sequentially. You are entering # 110 when notice that the Invoices are not in order - you are actually entering #111. You look back and determine that #107 is missing and go back and enter #107. QB will restart automatic numbering using #108 (already used).

To find the last Invoice Number use the Simple Find function: Find>Invoice>(enter a date range). When the list populates, click Report. Next, sort the report by number - high to low. Review to see if any numbers have been duplicated and correct. Once you have determined the last number, start the next invoice, manually entering the next invoice number. Create and Save the Invoice. QB should take it from there.

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Established Community Backer **

This happens when you manually enter numbers and you miss...

This happens when you manually enter numbers and you miss one. For instance: You are entering a stack of pre-numbered invoices - starting with Invoice #100. QB automatically enters the Invoice numbers sequentially. You are entering # 110 when notice that the Invoices are not in order - you are actually entering #111. You look back and determine that #107 is missing and go back and enter #107. QB will restart automatic numbering using #108 (already used).

To find the last Invoice Number use the Simple Find function: Find>Invoice>(enter a date range). When the list populates, click Report. Next, sort the report by number - high to low. Review to see if any numbers have been duplicated and correct. Once you have determined the last number, start the next invoice, manually entering the next invoice number. Create and Save the Invoice. QB should take it from there.

View solution in original post

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Thank you so very much for your helpful information! Have...

Thank you so very much for your helpful information! Have a great day :)
Established Community Backer ***

Do you have more than one AR Account? Just like with Bank...

Do you have more than one AR Account? Just like with Banking, the Numbering sequences are attached to each account, so you can get overlap without that being an error.

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Re: Do you have more than one AR Account? Just like with Bank...

This started happening to me about 3 weeks ago. Quickbooks is saying there are duplicates but there is not. At this point, quickbooks online support has not been able to help me fix it. 

QuickBooks Team

Re: Do you have more than one AR Account? Just like with Bank...

Hi patriotplacement,

 

Have you tried accessing your account via private browser? Let's check to see if it's a browser issue. Press CTRL+SHIFT+N and then login to your QuickBooks account. Then, try creating an invoice again.

 

If it's working fine, go back to your regular browser and clear your browser's cache.

 

If you're experiencing the same, please contact our Customer Care Support again to get this escalated. Go to (?) Help, and then Contact us to speak with one of our phone agents.

 

Visit us anytime soon if you have any questions.

 

Community Explorer **

Re: This happens when you manually enter numbers and you miss...

Have a follow-up on this with a particular scenario. Let's say I create a missing invoice, 107, for a customer and then immediately create invoice 155, which I promptly delete, for a separate customer. If a recurring invoice is set to be created the next day, will it start from 108, 155, or 156? Thank you.

Established Community Backer **

Re: This happens when you manually enter numbers and you miss...

Since 155 was the last number used, it will be 156.

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Re: Automatic numbering for invoices has stopped working and is displaying numbers already used.

How do we turn off the automatic numbering of invoices and purchase orders?   We have our own numbering system and do not want Quickbooks to auto fill.      We have Quickbooks desktop pro 2019.

QuickBooks Team

Re: Automatic numbering for invoices has stopped working and is displaying numbers already used.

Hello KK42,

 

This is a great question and I can appreciate wanting to be able to use your own numbers when creating your forms. QuickBooks Desktop's form numbering system gives you the freedom to enter the numbers you'd like. It's as simple as removing the automatically populated number from the box and entering the one you'd like. Keep in mind that QuickBooks Desktop's numbering system links the numbers used between sales forms and automatically generates the number based off the previous number entered on a form.

 

To stop the automatic numbering entirely, there's a method you can consider that's outlined in a response given to another user with the same question. The response includes screenshots, so I encourage you to take a look at it here: How can I disable automatic generation of invoice numbers?

 

I hope that helps! Don't be afraid to reach out with additional questions.

Established Community Backer **

Re: Automatic numbering for invoices has stopped working and is displaying numbers already used.

It cannot be turned off - but it can be suppressed by customizing the Invoice Template. Bear in mond that an original QB Template cannot be modified - make a copy first and rename it. Once this is done, open the Template>Header section and uncheck the Screen and Print options next to Invoice Number. Although QB will continue automatically numbering the Invoice Forms, the numbers will no longer be displayed on the screen or printed on the paper copies. Next, select any one of the unused Header Titles, rename it Invoice Number and checkmark the Screen and Print options to add it to the Template. Use the Layout Designer tab to re-position the new Invoice Number boxes to the desired position on the Template. When everything looks the way you want, Save the Template.

 

For your Purchase Orders, create a copy of your new Invoice Template and save it as a Purchase Order. Make any additional changes needed and save the Template - again naming it something you will easily recognize.

 

You will now be able to enter your own Invoice and Purchase Order Numbers. The drawback is that you must track the numbers. QB will not automatically assign the next Number in the sequence. That only happens when the Original Invoice Number field is used.

Not applicable

Re: Automatic numbering for invoices has stopped working and is displaying numbers already used.

When Invoice is created from Salesforce using Zapier my Invoice Number is not generated in the Quickbooks End. Please help me out to solve this issue.