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Senior Explorer *

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?
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Best answer 12-10-2018

Accepted Solutions
Established Community Backer ***

To be honest I did not realize this until your post. It a...

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. 
11 Comments
Established Community Backer ***

To be honest I did not realize this until your post. It a...

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. 
Senior Explorer *

Yes that's exactly what's happening. Maybe it happened in...

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.
Established Community Backer ***

Correct, estimates are non posting. The only area where i...

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.
Senior Explorer *

It was just so that our client's and we could easily ID w...

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?
Not applicable

Your original method should still work.  Try creating a n...

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.


Senior Explorer *

Thanks for the reply. It doesn't seem to work any more. I...

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.
Established Member

Re: To be honest I did not realize this until your post. It a...

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

QuickBooks Team

Re: To be honest I did not realize this until your post. It a...

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. 

Established Member

Re: To be honest I did not realize this until your post. It a...

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

Community Explorer **

Re: To be honest I did not realize this until your post. It a...

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

Moderator

Re: To be honest I did not realize this until your post. It a...

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.