Can I set a default for QBO to add a number to every transaction (not just journal entries)?

I’m glad to see you in the Community, @SJ43. I'm here to ensure that you can add numbers to your transactions in QuickBooks Online (QBO).

We can turn on the custom transaction numbers feature so you can add your numbering preference. QuickBooks automatically assigns numbers to your transactions unless you turn on Custom transaction numbers. Once turned on, this will add a field where you can enter any number format you want.

Here's how: 

1. Go to the Gear icon, then choose Account and Settings.
2. Select the Sales tab.
3. Click anywhere within the Sales form content section.
4. Check the box next to Custom transaction numbers.
5. Click Save and then Done.

See the screenshot for visual reference:

Once done, open an invoice or any sales form. In the Invoice no. field, enter the custom number you want to use for your forms. The sequence you set here applies to all sales forms.

By performing the steps above, you'll be able to turn on the Custom transaction numbers feature in QuickBooks

Also, here's how you can turn on the purchase orders to add transaction numbers to them:

1. From the Accounts and Settings, select the Expenses tab.
2. Click anywhere within the Purchase orders section.
3. Check the box next to Use purchase orders and Custom transaction numbers.
4. Click Save and then Done.

For additional reference, you can go through these articles: 

• Customize your transaction numbers
• How to change the invoice number on sales forms

If you want to add a field in your sales forms and purchase orders, then consider checking out this article for detailed steps to use it: How to add custom fields to sales forms and purchase orders.

Please don't hesitate to leave a comment if you have further concerns about adding a transaction number in QBO. I'm just around if you need help. Take care and have a great day!

Thanks! If I use Custom Transaction Numbers, do I have to enter a number for each invoice/transaction? Can I set it up so that QBO will enter a default number for me?

Hi there, @SJ43.

Let me join in this conversation and add more insights about custom transaction numbers.

By default, this feature is automatically turned on once you create an account in QuickBooks. You will see this as Invoice no., Sales receipt no., Estimate no., and Credit memo no. to your sales. 

You don't have to enter a number for each sales transaction since QuickBooks will automatically assign it for you. If you use a fresh account and create a transaction, QuickBooks will start the numbering with 1001.

If you assign a new number, the program will then reset your sales number and use that as the starting one. Then, use it as a new numbering sequence when you create sales. 

In case you need to track your sales and inventory status, this article would be useful for you: Financial reports you can use to track your sales income. 

If you have further questions or concerns, feel free to reach back out anytime. Just click Reply and I'll get back to you.

Hi there! Is there a way to set the Reference No. field to be blank by default? Right now, my accounting team is having to manually edit/remove each one and it is taxing for them to do so. 

I appreciate you for joining the thread, FIP_IT. Let me share information about setting the reference number blank in QuickBooks Online.

If you mean the transactions from invoices, sales receipts, and receive payments. In the meantime, the option to leave it blank is unavailable. Furthermore, it will be a great feature to be added to QuickBooks. I suggest submitting your feedback to our Product Engineers so they can consider including it in future product updates.

Here's how:

1. In your QBO account, click the Gear icon, then select Feedback.
2. Enter your comments or product suggestions.
3. Then select Next to submit feedback.

However, if you meant the vendor's transactions, like expenses and bill payments. It will be blank as default by QuickBooks Online.

Also, I would like to share some articles that can assist you with reference numbers:
 

• Add custom transaction numbers to sales forms in QuickBooks Online.
• Run reports in QuickBooks Online.

If you still need help with reference with managing vendor transactions, you can always reply on the thread or post a new one. Have a good day.