Can I change the custom transaction numbers? I need to turn it on. If I can't trun it on, what account is able to do it?

Hello there, leonardo.tovar,

Let's turn on the custom transaction numbers feature so you can set your numbering preference.

QuickBooks automatically assigns numbers to your transactions unless you turn on Custom transaction numbers. Once turn on, this will add an Invoice no. 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.

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

For additional reference, you can go through these articles: 

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

Please don't hesitate to leave a comment if you have further concerns how to maximize and make use of the features in QuickBooks. I'm just around if you need help.

Can I piggy back off this - what happens if you have been using custom transaction numbers and no longer want to do - can you switch it back and what will be the effect ? 

Good morning, CHMM.

That's a great question. I'd be glad to provide some additional info about using custom transaction numbers in QuickBooks Online.

If you're currently using custom transaction numbers and decide to turn it off, QuickBooks will begin assigning consecutive numbers to each new invoice you create. For example, if the last custom number you used was 5 and turn off the feature, the system will use 6 for the next entry. The previous invoices or other transactions with custom numbers will remain the same. 

The following article provides even more info about how to show transaction numbers on sales forms.

I'm only a comment or post away if you have any other questions. Take care!

ok great thank you -and there is no way to go back and have QuickBooks automate from the beginning ?

You're welcome, CHMM.

Since all of the previous numbers that have been used remain the same whether or not custom transaction numbers are turned on, there isn't a way for QuickBooks to automatically assign numbers from the beginning. 

You would need to manually change each number while having the custom setting turned on, and then turn it back off for the system to continue going in numerical order from the last entry.

I hope that clears things up a bit more. You know where to find me if you have any other questions.

Hello, I understand this but I still can't find the invoice field when creating recurring scheduled invoices. If I create an unscheduled recurring invoice, I then "use" it from recurring page and I enter my invoice number. I have about 50 customers with different invoice numbers and just started using quickbooks with my accountant. It seems like I cannot see the invoice field for scheduled invoices. So I set it up and it will run at the end of each month but how does quickbooks know what invoice it will populate if I never entered it?

Thank you for your time,

Thanks for joining in on this thread, zenmaintenance.

Let me share some additional info about the custom transaction numbers.

The Invoice no. field is currently unavailable in the Recurring Invoice page. Therefore, QuickBooks will use the next numbers in the sequence. 

If you want to keep track of the recurring invoices sent to your customers, you'll want to automatically cc yourself. Adding your email address on the CC field will set QuickBooks to automatically email you a copy of all sent invoices:

Here's how:

1. Go to the Gear > Account and settings.
2. On the left panel, select Sales.
3. Scroll down to the Messages section and put a check mark on the Email me a copy at (email) box.
4. Hit Save and then Done.

To learn more about the recurring transactions feature, please check out these articles:

• How to schedule recurring invoices
• Schedule recurring transactions created with a template

Please feel free to reply on this thread again if you have more questions or need help with other task in your account. I'll be right here to give out the solutions. Enjoy your weekend!

I used to be able to make changes to reference numbers of payments, but they won't save anymore. 

I've tried clearing my cache but it didn't help. 

Does this setting apply to the branches as well?

For example, I have a Head Office whose custom transaction number I want to set it to HOINV0001 and then I 3Branches of whose transaction number I want to set it separately, i.e. For Branch A it should A0001 Branch B to be B0001 and Branch C to be C0001 and then afterwards whenever I make a sale it automatically changes the sequence respectively.