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Frequent Explorer *

Reference numbers for filing documents with quickbooks

With my current finance system, every time I post a transaction the system allocates it a transaction number which I note on the hard copy supporting documentation which I then file in transaction number order.  This gives an easy reference system for both myself and the auditors to trace the documents.  I cannot see that quickbooks has such a feature so how do other people reference to hard copies?  I know in an ideal world we would scan and attach everything but we aren't there yet and won't be at the time we have to start up with quickbooks.  I'm hoping someone else out there is still working with paper.

13 REPLIES 13
QuickBooks Team

Re: Reference numbers for filing documents with quickbooks

Hello Gill1,

 

Thank you for your post.

 

Can you confirm, are you looking to allocate a certain number to your transactions or would you have a transaction number as well as a reference number?

 

Thanks,

Talia

Frequent Explorer *

Re: Reference numbers for filing documents with quickbooks

Hi Talia,  I am looking for a separate, (internal), transaction number as I use the reference number to record the invoice number on the supplier invoice, the transaction number will be for filing purposes. Gill

QuickBooks Team

Re: Reference numbers for filing documents with quickbooks

Hello Gill1,

 

At the moment, QuickBooks will only generate one single transaction number. To have both a transaction number and a reference number, you would have to turn on the option for custom fields. You could then have an extra field on your invoice where you can enter a reference number, however this number will not be generated for you.

 

If you would like this feature to be included in future updates, please use our Feedback tool (within the cog wheel menu) to let our developers know and they will look into that for you.

 

Thank you,

 

Talia

Frequent Explorer *

Re: Reference numbers for filing documents with quickbooks

Hi Talia, do you know how others operate regarding referencing to filing?

 

Gill

QuickBooks Team

Re: Reference numbers for filing documents with quickbooks

Hello Gill1,

 

As far as I know, other customers tend to use the transaction number by itself for filing purposes. Otherwise, they create a custom field and enter in their own reference number on each transaction.

 

Thanks,

Talia

Frequent Explorer *

Re: Reference numbers for filing documents with quickbooks

Hi Talia,  Sorry to come back again but I can't find where to set up a custom field on a bill only on a sales invoice.  Please could you point me in the right direction to find the Bill setup.  Gill

 

QuickBooks Team

Re: Reference numbers for filing documents with quickbooks

Hello Gill1,

 

Ask as many questions as you need - it's what we're here for! You are correct, it looks like this is only a feature on Invoices. I apologise for the mix-up. In that case, you will need to post the reference number in the Memo section of the bill - or description.

 

Thank you,

 

Talia

Not applicable

Re: Reference numbers for filing documents with quickbooks

your reply did not help us. I understand what Gill is asking for. which even I am looking for.

 

I want to understand, why don't you have automatic numbering for all modules as you have in AR (sales Invoices)

We cannot use supplier invoice numbers as document number as two different suppliers can have same invoice numbers.

Even your payment receipt or outgoing payments does not have automatic numbering. it is a must for filing or even tracing within the system.

According to me, every software is having a transaction number generated within the system for each and every transaction. ARE WE ABLE TO GET THIS TRANSACTION NUMBER AT LEAST.

QuickBooks Team

Re: Reference numbers for filing documents with quickbooks

Hello, @Godwin1.

 

Let me share additional information on how entering your transactions reference numbers works in QuickBooks.

 

A suppliers invoice becomes a bill when you record it in QuickBooks. Using the actual supplier invoice number when entering a bill, allows you to accurately track your expense transactions. This is the same as recording your customer's payments or bill payments. You can use the actual reference number indicated on your bank statement. 

 

On the other hand, if you're using QuickBooks Desktop, yes you do have the auto-assign option. However, it is available for Credit Memos, Estimates, Invoices, Journal Entries, Purchase Orders, Sales Orders, and Sales Receipts. It will assign the transaction number beginning with the number after the last manually entered transaction. If no manual transaction entries have been made since the last import, QBDT will assign the transaction number beginning with the number after the last number of the last import.

 

Here's a short video clip for your reference on the short and easy steps in recording bill payments in QuickBooks:

 

Meanwhile, you can check out these articles for more insights about managing your transactions in QuickBooks:

Let me know if you have other questions. I'm always here to help.

Not applicable

Re: Reference numbers for filing documents with quickbooks

I am new to QB and am struggling to find a way to print reports using the same ref number order as I use when filing.  To me, this is the only sensible way to quickly track back invoices in files.  This system is widely used in book-keeping and I can't fathom why it has to be so difficult in QB.  Looking in memos is not the answer.

QuickBooks Team

Re: Reference numbers for filing documents with quickbooks

Hello

 

Thanks for reaching out to the Community

 

Are you inputting the ref number within a payment for an invoice and then looking to print a report in ref no order on it?

 

Currently the ref no is on the payment and you can run a transaction list by customer report and you you will see it pull through under the no. column. It is not in ref no order as it's a customer report so it is in customer.You could add a custom field or use the memo section but again it will not order it by that field.You can export a report to excel and use excel formula to order it.

 

Emma

 

 

Thanks

 

Emma

Not applicable

Re: Reference numbers for filing documents with quickbooks

Hi Emma

 

No, I am using a reference number to identify and file all purchase invoices.  This is a very common way to file things and it would seem easy to enable filtering reports into reference number order.

I will download back into my spreadsheets, which I has to ditch because UK VAT think there will be less errors from people using unfamiliar computer software.  Let's see.

QuickBooks Team

Re: Reference numbers for filing documents with quickbooks

Hello Jbdev64

 

QuickBooks does not yet have the functionality to do this in the reporting section. We would suggest going to the cog in the top right>feedback to add your request for this to be added into QuickBooks. We do find users who enter transactions either manually or through a bank connection and then use the reconcile tool have less errors as they are confirming transactions should be there and that no transactions are missing so when it coming to file the return as long as the correct VAT codes are used on the transactions there should be no errors.Any queries regarding using the reconcile tool or anything else in QuickBooks you can always ask here.

 

We welcome any other Community users to comment on this thread with any  different workarounds they may have used.

 

Emma