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A
AmyMM11
November 19, 2021
Question

Duplicate invoice numbers being generated

  • November 19, 2021
  • 1 reply
  • 3 views

I have had several instances when I go to create a new invoice QBO is creating the invoice using an invoice number that has already been used. I just tried to create an invoice, just like I do every month, I completed the invoice and went to Save and CLose and I got an error message that this invoice number is already being used. QBO is generating the invoice numbers so how in the world is this happening?

I have tried copying a prior invoice - which I do all of the time for my other clients - and I have started with +New and it generates the same invoice number. 

How can I get around this when it happens but more importantly how can i prevent it from continuing to happen?

1 reply

R
Rasa-LilaMQuickBooks Team
QuickBooks Team
November 19, 2021

Thanks for visiting the Community today, AmyMM11.


I recognize the importance of having accurate invoice numbers. This lets you easily track the transactions in QuickBooks Online (QBO).


We’ll have to turn on the Custom transaction numbers feature and use a new number sequence. I’ll help and guide you through the step-by-step process.


Here’s how:

 

  1. Go to the Gear icon in the upper right and choose Account settings under Your Company.
  2. Navigate to the Sales menu on the left panel and click the Pencil icon for Sales form content.
  3. In the Custom transaction numbers section, move the slider to the right to activate it.
  4. Click Save and Done to apply the changes.

 

Next, go to the Invoice page and enter your desired number sequence. QBO will follow the said numbering order set on the transaction. The number increments by one each time you create a new entry.

 

Check this article to learn more about setting your own numbering preference: How to change the invoice number on sales forms.


Additionally, the links below provide information about personalizing the look of your sales forms. These resources will also guide you on how to show the customer’s phone number and transaction numbers on invoices.

 

 

Feel free to click the Reply button if you still have questions about setting your invoice numbers. I’ll be right here to answer them for you. Have a good one.

O
OnlyHuman
February 1, 2022

I have the same issue. I use Self-Employed version and I can't follow your instructions from 'click on the gear' onwards. Intuit overwrote my November invoice with the December one. Pretty massive issue.

 

B

MaryLandT
MaryLandT
Level 10
February 1, 2022

Thank you for bringing this to our attention, OnlyHuman.

 

It could be just a glitch in the system and I want to prevent this from happening again. Let's fix this together by performing some troubleshooting steps.

 

You can start by using a private browser and create the invoice from there. If you aren't getting an error, go back to the regular browser and clear its cache and cookies.

 

Follow the steps to clear cache for your browser.

 

 

After clearing the cache, make sure to restart your browser for changes to take effect. To have the best and most secure experience with QuickBooks Online, use a supported, up-to-date browser.

 

If the duplicate still persists, I recommend contacting our QuickBooks Self-Employed Team. They can create a case to investigate and find a permanent fix.

 

I'm adding this link to help you invoice a customer and customize the sales form when needed: Learn how to add products and services to an invoice and send it to your customers.

 

Get back to me if there's anything else you need by commenting below. I'm always right here to help ensure you're able to create invoices with no issues.

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