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mac2it
Level 3

Change numbering format for invoices and credit memos

To easily identify invoices and credit memos we used to create the prefix CR- for credits and QB would remember and sequentially create new Credit Memos with the prefix (e.g. CR-100, CR-101, CR-102) and leave the invoices alone.  The credit memos would continue with the CR prefix and the invoices without a prefix.  At some point this stopped working and now wants to put the CR in front of invoices. Is there any way to get the numbering to be different and accept the letter prefix for just the credit memos?
Solved
Best answer December 10, 2018

Best Answers
SkinnyRaven
Level 8

Change numbering format for invoices and credit memos

To be honest I did not realize this until your post. It appears credit memos use the same number sequence as invoices. So if your last invoice entry was 4000 and you generate a credit memo the number would autopopulate as 4001. I can see where adding CR- to the credit memo number would also change your invoice number as well. When or if this was changed from previous versions I cannot say. 

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22 Comments 22
SkinnyRaven
Level 8

Change numbering format for invoices and credit memos

To be honest I did not realize this until your post. It appears credit memos use the same number sequence as invoices. So if your last invoice entry was 4000 and you generate a credit memo the number would autopopulate as 4001. I can see where adding CR- to the credit memo number would also change your invoice number as well. When or if this was changed from previous versions I cannot say. 
mac2it
Level 3

Change numbering format for invoices and credit memos

Yes that's exactly what's happening. Maybe it happened in one of the R updates because I thought it worked previously in our 2012 edition.  May we should have kept the sequential numbering for everything as they originally had it. Iterestingly, the estimates work fine with our ES-### prefix and don't get mixed up with the invoices or credits.
SkinnyRaven
Level 8

Change numbering format for invoices and credit memos

Correct, estimates are non posting. The only area where invoices and credit memos are inter mingled is in the customer center. I don't see the advantage of adding a prefix.
mac2it
Level 3

Change numbering format for invoices and credit memos

It was just so that our client's and we could easily ID what it was. Many of our vendors have done this so we tried it. Is it too late to change and stop using CR and start consecutive numbering?
Anonymous
Not applicable

Change numbering format for invoices and credit memos

Your original method should still work.  Try creating a new invoice and use IN as a prefix.  save and close and see if the next invoice starts with an IN.


mac2it
Level 3

Change numbering format for invoices and credit memos

Thanks for the reply. It doesn't seem to work any more. I just opened invoices after doing a credit and the first invoice had the CR prefix and the next sequential number based on the Credit Memos.
ampomal
Level 1

Change numbering format for invoices and credit memos

Hi

 

Any update on this?  Has this been solved? I am unable to keep two different sets of Invoices with different prefixes.  Please advise if there is any update. Thank You

Catherine_B
QuickBooks Team

Change numbering format for invoices and credit memos

Hello there, ampomal. 

 

Invoice and Credit Memo numbers are the same and are working as designed. I'll personally send these feedback to our product engineers that you want different sequencing of numbers for both Invoice and Credit Memos. 

 

Always know the Community is always here to help you with your concerns. 

Dennis Chung
Level 2

Change numbering format for invoices and credit memos

I am also encountering same issue.It does not make sense that invoices and credit notes follow the same sequence.

QBk online need to address same urgently.

 

Thks

Madesiree
Level 1

Change numbering format for invoices and credit memos

We also encountered this as of now, the same issue. How we can solve this, please? Thanks 

Anonymous
Not applicable

Change numbering format for invoices and credit memos

Hello, @Madesiree.

 

I understand this is something you need for your business. It'd be nice to identify the sequence number for credit memo and invoices, however, this option is currently not available.

 

Letting us know what works best for you will also let out Product Developers know what they need to consider in the future updates.

 

For news and updates about what our Product Team is working on, you may check our following blogs.

 

QuickBooks Online Blog

 

QuickBooks Firm of the Future

 

Let me know if you have other questions about using QuickBooks. I'll be around to help.

calderllc
Level 1

Change numbering format for invoices and credit memos

HI Anynews on the matter

 

we also have the same issue

calderllc
Level 1

Change numbering format for invoices and credit memos

Hi 

 

anynews on the matter

have the engineers managed to sort it out

MaryLandT
Moderator

Change numbering format for invoices and credit memos

Thanks for joining this thread, calderllc.

 

We haven't received updates about the numbering format for invoices and credit memos.

 

Invoices still automatically follow the same sequence on the credit memos. You'll have to manually modify the invoice number and enter a different one.

 

The following steps below will guide you through entering a different invoice number:

  1. Go to the Customers menu, then pick Create Invoices.
  2. Select a customer or job from the Customer:Job drop-down list.
  3. Enter the desired number in the Invoice # field.
  4. Complete other fields in the form, then click Save & Close.

You can refer to this article: Create an invoice to learn more about recording this entry in the QuickBooks Desktop.

 

I'm also adding the Limitations for fields link to know the maximum number of characters you can enter in each field.

 

Should you need anything else with QuickBooks, don't hesitate to leave a comment below. I'm always around here in the Intuit Community anytime you need help.

missyh
Level 1

Change numbering format for invoices and credit memos

We are struggling with the Invoice and Credit memo #s following the same sequence. It is very frustrating.

I don't know how large companies can keep up with following the sequence for each.

If you can change prefixes and follow a sequence for sales orders, why can it not be set-up to change #s for Credit memos?

I vote this should be an update that is implemented ASAP.

 

Thanks!

-AventadoR
Level 2

Change numbering format for invoices and credit memos

Hi. Any updates on this?

 

It's so frustrating that sales orders and credit notes both use the sequence "SO ________" .

 

I want credit notes to follow "CN_____"

 

Is this possible.? 

MaryLandT
Moderator

Change numbering format for invoices and credit memos

This isn't the kind of service I want you to experience, -AventadoR.

 

Let me make it up to you and ensure you're able to use the desired number you need on your sales forms.

 

Yes, you can use 'CN' on the credit notes, the system will automatically follow the numbering on your next entry. See the attached screenshot below for your visual guide.

 

 

I'm adding this article in case you want to personalize your sales forms: Use and customize form templates.

 

Let me know if you need additional information by commenting below. I'll be around if there's anything else I can do with the number sequence in QuickBooks.

DrewJ
Level 1

Change numbering format for invoices and credit memos

QB Online still does not have the capacity to track separate transaction numbering for invoices, sales receipts, and credit memos.  This is a shortcoming that causes problems/confusion for both QBO users and their customers.

GavinVDH
Level 1

Change numbering format for invoices and credit memos

Online still seems to have this problem. 

 

Is there no way around this ? As our invoicing comes from an external billing platform and that means when we load a credit note our full system stops working as it cant import any more invoices as there is duplicate numbers now.

cblades
Level 1

Change numbering format for invoices and credit memos

Has there been any progress on this? For our business, it would be extremely valuable to have different numbering sequences for Invoices and Credit Memos. Our CM's do not follow the same sequence as our Invoices so we manually have to change the sequence every time we wish to enter a Credit Memo. This often causes future invoices to be created in the wrong sequence not matching our standard convention which is very frustrating and confusing for both customers and our A/R Team.

Giovann_G
Moderator

Change numbering format for invoices and credit memos

Hello, cblades.

 

I understand your point. Your business needs to have separate numbering sequences for invoices and credit memos. As of right now, the same numbering sequence is used for invoices and credit notes.

 

You can manually change the sequence when creating an invoice or credit memo. Before saving the transaction, please verify that the number adheres to your company standard. This will prevent confusion for your customers and the A/R team.

 

I also encourage you to submit your product suggestions via QuickBooks. Our Product Development team collects all requests and may include them in the upcoming updates once approved.

 

Here's how:

 

  1. Go to the Help menu.
  2. Select Send Feedback Online, then choose Product Suggestion.
  3. Enter your request.
  4. Once done, click Send Feedback.

 

I've added the following articles below if you have trouble printing, emailing, or saving them as a PDF in QuickBooks Desktop for future reference:

 

 

You're welcome to post again if you need anything else in QuickBooks. We're available to help you at any time.

Shiva1
Level 1

Change numbering format for invoices and credit memos

Dear QuickBooks Team, please update on this feedback, this is really a big issue, both invoice & credit memo numbers must be different in sequence, as we are using different accounting software (like Sage, Tally, etc) the numbers sequencing are different, so why not in QuickBooks? 

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