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Level 1

QBO invoice numbering system jumps ahead, instead of "knowing" my last invoice number and automatically using the correct subsequent number. How do I correct this?

I am a newer user and thought I had seen a setting about this in Account settings earlier, but no longer see how to set. Thank you
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Best answer March 28, 2020

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QuickBooks Team

QBO invoice numbering system jumps ahead, instead of "knowing" my last invoice number and automatically using the correct subsequent number. How do I correct this?

Hi there, susie-neu.

 

The settings in the Account and Settings page is only to turn on the Custom transaction numbers function, but not to enter a specific number. It's located in the Sales tab, then proceed to the Sales form content section. 

 

It's also possible that a next invoice number was already assigned to a deleted transaction. You can run the Audit Log report to check if that's what happened. Here's how:

 

  1. Click the Gear icon in the upper-right hand corner, then select Audit Log.
  2. Click Filter, then check the Transactions box.
  3. Select Deleted/Voided Transactions for Show.
  4. Click Apply.
  5. Go to the Event column to see if the invoice number was already assigned to a delete invoice. 

You can manually assign the skipped transaction number in the next invoice that you'll be creating. Then, the program will automatically follow the sequence and will the assign the correct numbers in the succeeding transactions. 

 

Let me know if you still need anything else. 

View solution in original post

3 Comments 3
Highlighted
QuickBooks Team

QBO invoice numbering system jumps ahead, instead of "knowing" my last invoice number and automatically using the correct subsequent number. How do I correct this?

Hi there, susie-neu.

 

The settings in the Account and Settings page is only to turn on the Custom transaction numbers function, but not to enter a specific number. It's located in the Sales tab, then proceed to the Sales form content section. 

 

It's also possible that a next invoice number was already assigned to a deleted transaction. You can run the Audit Log report to check if that's what happened. Here's how:

 

  1. Click the Gear icon in the upper-right hand corner, then select Audit Log.
  2. Click Filter, then check the Transactions box.
  3. Select Deleted/Voided Transactions for Show.
  4. Click Apply.
  5. Go to the Event column to see if the invoice number was already assigned to a delete invoice. 

You can manually assign the skipped transaction number in the next invoice that you'll be creating. Then, the program will automatically follow the sequence and will the assign the correct numbers in the succeeding transactions. 

 

Let me know if you still need anything else. 

View solution in original post

Highlighted
Level 1

QBO invoice numbering system jumps ahead, instead of "knowing" my last invoice number and automatically using the correct subsequent number. How do I correct this?

Thanks JenoP,

I think you gave me some insight into our issue, and I will take a closer look at this  and our process with our next invoice.

I appreciate the quick reply! :~)

Highlighted
QuickBooks Team

QBO invoice numbering system jumps ahead, instead of "knowing" my last invoice number and automatically using the correct subsequent number. How do I correct this?

I'm so glad that my colleague @JenoP was able to help you, susie-neu.

 

If you have any other questions or concerns about QuickBooks, don't hesitate to knock on our doors again. As always, it's our pleasure to help you.

 

Cheering you to continued success. Stay safe and healthy!

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