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Level 1

Missing invoice number

 
7 Comments
Highlighted
Content Leader

Missing invoice number

Consider me a detective on the case of that missing number, @mike39.

 

All Invoice transactions must have a number assigned, whether it's manually entered or assigned by QuickBooks' automatic sequence. To search for a specific number in the sequence, head to the Sales tab > Invoices section > and click Invoice column header to sort by those numbers. 

 

If you've noticed that one transaction is out of order or has the wrong number, you do have the ability to alter this sequence. The steps below will help you accomplish this:

 

Setting up Custom Transaction Numbers

  1. Begin by enabling the setting from the Gear icon (⚙) > Account and Settings > Sales tab > Sales Form Content section > set Custom Transaction Numbers to On > click Save and then Done.
  2. Click the Plus (+) icon and select Invoice. Assign the first number of your new sequence in the Invoice no. field.
  3. Select Save and close. Beginning with your next Invoice, the counter will start on the immediately following number. For example, if you had entered ABC-1, the next entry will be numbered ABC-2 automatically.

This information is also available from our guide on custom transaction numbers for your benefit. I'm attaching a video below in which I set up a custom sequence for a Journal Entry:

 

With these instructions, you'll have total control over the sequence numbers for all of your transactions. Please let me know if there's anything else I can do to help you succeed with QuickBooks. Thanks for bringing us your question and have a safe and relaxing weekend ahead.

Highlighted
Level 1

Missing invoice number

Hello, 

 

have automatic invoice numbering enabled however this year there is three invoice numbers that have been skipped. was wondering why this would happen ?? 

 

Invoice 21, 22 and 28 is missing . have not deleted or amended any invoices

 

 

Highlighted
Moderator

Missing invoice number

Hello @fahad,

 

Let's pull up and customize your Audit Log report so you can find your invoices with the transaction numbers 21, 22, and 28.

 

  1. Go to the Gear icon.
  2. Under Tools, select Audit Log.
  3. On the Date section, select This year.
  4. Select Show only these events under Events.
  5. Choose Transactions.
  6. Click Apply.

Here's an article you can read to learn more about your audit log report: Learn about the audit log.

 

I've also included this helpful article that'll guide you in handling your deleted transaction: Use the audit log to re-enter deleted transactions.

 

Keep me posted in the comment section down below if you have any other concerns. I'm happy to lend a helping hand.

Highlighted
Level 1

Missing invoice number

Hello, 

 

With the audit log i was able to find invoice no. 28 which was deleted however invoice no. 21, 22 i could not find. 

 

thanks

Highlighted
QuickBooks Team

Missing invoice number

Hello, @fahad.

 

You can open the Transaction List by Customer report, customize the report to invoices, and sort the number into ascending order. This helps us check if the invoice numbers (21 and 22) are missing from there. If the numbers are not there, some users may have created an invoice and skipped these numbers or have edited the numbers to a different one.

 

To open the report:

 

  1. Click on Reports at the left pane.
  2. Look for Transaction List by Customer on the search field, then open the report.
  3. Tap on the Customize button beside Save customization.
  4. Click on Filter, then choose Invoices beside Transaction Type.
  5. Hit Run report.
  6. Under Group by, select None
  7. Pick Num under Sort drop-down arrow, then Ascending order under Sort in.
  8. Customize the report's date, then Run report to refresh the page.

C15 1.PNG C15 2.PNG C15 3.PNG

 

If this happens, you have to manually change the numbers to the correct one.

 

Leave a comment below if you have any other questions. I'm more than happy to help. Have a great day!

Highlighted
Level 1

Missing invoice number

I have 10 missing invoices.  The last number used was 2052 and the next "create invoice" number comes up as 2062.  How can I get back to 2053, especially when I am using "memorized transaction" for the monthly invoice generation? Even if I create one using the correct next number in the sequence, it jumps forward, not following sequentially.  There are no "deleted" invoices shown in the report.

Highlighted
QuickBooks Team

Missing invoice number

Hey there, @Joy122.

 

I'm here to help guide you on how to correct your invoice number sequence. 

 

When you create a transaction, QuickBooks takes the last number you recorded. It will automatically increment this number by one for each new invoice.

 

Let's create a test invoice and enter 2052 in the Invoice no. field, so it reverts to 2053. This way, it will automatically reset the invoice numbers starting from 2052. I'll show you how.

 

  1. Select +New.
  2. Choose Create invoice.
  3. Select a sample customer.
  4. In the Invoice no field, type in "2052."
  5. Enter at least one item.
  6. Indicate in the Memo field that it's a dummy invoice.
  7. Click Save.
  8. Select Yes.

 

The next time you create an invoice, the program will assign the correct number. Ensure to delete the dummy invoice first before creating a new one.

 

Here’s how:

  1. Select +New.
  2. Choose Create invoice.
  3. Click the History  icon at the upper left corner of your screen.
  4. Select the dummy invoice.
  5. From the footnotes, click More and select Delete.
  6. Click Yes.

 

Once you received the customer's payment, you can refer to this article on how to record it: Record payment for an invoice.

 

Please let me know if you have other concerns. I'm always here to help. Have a great day.

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