Managing invoice numbers across sales channels

Race-MX · ‎December 21, 2023

I'm planning to start using QB and have a question about how invoice numbers are assigned/managed using different sources. Example I have an e-commerce site and as orders are received Woocommerce records the transaction and assigns the next invoice number in sequence. As I understand Quickbooks can sync or download the Woocommerce transactions including the pre-assigned invoice numbers. I also have a lot of orders that must be entered manually. Is there a way to sync the invoice numbers (Woocommerce + manual orders) in Quickbooks and avoid having to use two separate series of invoice numbers?

GlinetteC · ‎December 21, 2023

I appreciate you reaching out to us with your query regarding a way to sync invoice numbers for both WooCommerce and manual orders in QuickBooks Online, Race-MX.

Yes, this is possible. By default, QBO will utilize the WooCommerce order ID as the invoice number. To prevent any numbering conflicts with the invoice or sales receipt numbers, it is necessary to use the next QBO invoice numbers in your WooCommerce Settings.

I'll walk you through the process of how to achieve your goal.

First, turn off the Custom transaction numbers in QBO Settings.

Go to the Settings icon and select Accounts and Settings.
Choose the Sales tab.
In the Sales form content, click on the edit pencil icon, then toggle the Custom transaction numbers.
Click on Save, then Done.

Afterward, go to your WooCommerce admin area to enable the Use Next QuickBooks number. Doing this will automatically assign the next QBO invoice number when entering the manual orders.

In addition, here's an article on how to personalize and add details to your sales forms: Customize invoices, estimates, and sales receipts in QuickBooks Online.

Keep me posted if you need further assistance managing your invoices in QuickBooks. I'll be here to provide you with the support that you need. Keep safe.

View solution in original post

GlinetteC · ‎December 21, 2023

I appreciate you reaching out to us with your query regarding a way to sync invoice numbers for both WooCommerce and manual orders in QuickBooks Online, Race-MX.

Yes, this is possible. By default, QBO will utilize the WooCommerce order ID as the invoice number. To prevent any numbering conflicts with the invoice or sales receipt numbers, it is necessary to use the next QBO invoice numbers in your WooCommerce Settings.

I'll walk you through the process of how to achieve your goal.

First, turn off the Custom transaction numbers in QBO Settings.

Go to the Settings icon and select Accounts and Settings.
Choose the Sales tab.
In the Sales form content, click on the edit pencil icon, then toggle the Custom transaction numbers.
Click on Save, then Done.

Afterward, go to your WooCommerce admin area to enable the Use Next QuickBooks number. Doing this will automatically assign the next QBO invoice number when entering the manual orders.

In addition, here's an article on how to personalize and add details to your sales forms: Customize invoices, estimates, and sales receipts in QuickBooks Online.

Keep me posted if you need further assistance managing your invoices in QuickBooks. I'll be here to provide you with the support that you need. Keep safe.

Race-MX · ‎December 21, 2023

Awesome thanks for your help.

Erika_K · ‎December 21, 2023

Thank you for getting back on this thread, @Race-MX.

It's great to hear that my colleague's steps helped you manage your invoices across different sales channels.

Here in the Community, we always ensure we can address every customer's concerns and assist you in getting back on track.

Please let me know if you have any additional queries, and I'll get back to you as soon as possible. Have a great day ahead!

Race-MX · ‎December 28, 2023

Couple of questions. The Custom Transaction Numbers.. am I toggling this on or off? The default setting is on. Enable use next quickbooks in Woocommerce admin area.. where is this? I cannot find it. I am using OneSaas. Thank you.

Race-MX · ‎December 28, 2023

Couple of questions. The custom transaction numbers - am I toggling this on or off? Use next QB number in Woocommerce, can you tell me where I can find this setting? I'm using OneSaas.

ChristieAnn · ‎December 28, 2023

I appreciate you for coming back to the thread and clarifying your concern regarding synching transaction numbers, Race-MX. I'll be adding extra clarification on how the Custom Transaction Numbers feature works in QuickBooks. Let me also route you to the right support team to further help you set up the invoice number from Woocommerce to QBO.

The Custom transaction numbers option allows you to specify your preferred numbering preference. This adds an Invoice number field into which you may enter any number or letter format you wish. This is enabled by default and contains a numbering system. However, as previously said, you need to disable the mentioned feature in QBO to avoid conflicts with the imported WooCommerce order number.

On the other hand, the option to enable the next QuickBooks number is located in the Admin area. Please keep in mind that you can only see the option if you are logged in to WooCommerce with OneSaas as the admin. Otherwise, this could be why you can't find it.

Moreover, I also recommend contacting their Support Team. They have tools to pull up your account and help you configure the setup with the invoice number. This ensures that the numbering sequence is accurately synchronized with QuickBooks and eliminates the need for using two distinct series of numbers.

In case you need steps on how you can map different payment methods to different clearing accounts, you can read this article: Connect WooCommerce to QuickBooks Online with QuickBooks Connector (OneSaas).

I'll always be around in this forum if you require additional assistance managing data between Woocommerce and QBO. Feel free to reply below, and I'll ensure to get you covered, Race-MX. Keep safe!

Race-MX · ‎January 14, 2024

Update for this thread. The app referenced here is WooCommerce Connector by Intuit (onesaas). The configuration instructions provided are for WooCommerce Sync for Quickbooks Online by MyWorks. This explains my inability find the settings in WooCommerce. If you are going to use the plugin from MyWorks you have to use a paid version and there is an additional required plugin Sequential Order Numbers Pro, also paid. The WooCommerce Connector by Intuit is free and provides the invoice numbering feature I need.

Race-MX · ‎January 14, 2024

Also disabling Custom Invoice Numbers in QB settings is not possible, the setting is broken - rendering the integrated invoice numbering feature included in both applications useless. You can check it here https://quickbooks.intuit.com/learn-support/en-us/other-questions/custom-transaction-numbers-won-t-s...

Race-MX · ‎February 04, 2024

Anyone know if this will be fixed soon?

JamesAndrewM · ‎February 04, 2024

Thanks for getting back to the thread. I'll share information relating to the issue.

We currently have an open investigation (INV-97820) into this concern. I can see the challenges and the urgency of resolving the issue as quickly as possible. For now, there isn't a specific time frame for when the issue will be resolved. It is best to contact our QuickBooks Online Support Team so they can include you in the list of affected users. This way, they will be able to notify you as soon as any solution is available.

To speak with one of our experts from QuickBooks Online Support. Please follow the steps below to contact support:

1. Sign into your QuickBooks Online company. Select Help (?).

2. Choose either tab: Assistant or Talk to a Human.

3. Search or click Contact Us.

4. Start a chat with a support expert.

You can contact us from Mondays to Fridays, 6 AM to 6 PM PT, and Saturdays, 6 AM to 3 PM PT.

I'm including these articles you may find helpful in the future while working on a task in QuickBooks Online:

Your patience on the matter is well appreciated. Our engineers are working hard to find the best solution. If you have further questions about the features available in QBO, drop a comment below, and I will answer them in any possible way. That's it for now. Stay safe!

Topics

Training

Community

Resources

Managing invoice numbers across sales channels