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oscortega
Level 3

Duplicate Invoice numbers

How can I turn on the duplicate invoice notification feature in QuickBooks online.  I've been made to understand that QuickBooks offers such a feature, but I cannot find where to enable.  I read that it is in the "Advanced Settings" area.

 

Thanks

Solved
Best answer April 17, 2019

Best Answers
oscortega
Level 3

Duplicate Invoice numbers

Please disregard.  I've located the setting with further digging. :)

View solution in original post

vpcontroller
Level 11

Duplicate Invoice numbers

 

@oscortega

Currently, there isn't an option in place to warn if duplicate customer invoice number is used with the popup message window in QBO at this time. They have warning notice for Vendor Bill (from the Advanced tab), but not for Customer Invoice.

Usually, if you turn-off "Custom transaction numbers" from the Sales settings, you should not see duplicate customer invoice numbers.

 

View solution in original post

IamjuViel
QuickBooks Team

Duplicate Invoice numbers

Thank you for joining in this thread, @Tina_hgjones.

 

I can share additional insights in making sure you'll not get duplicate invoice numbers in QuickBooks.

 

Currently, the ability to receive a reminder or prompt if there are duplicates in your invoice number while creating it is not yet available. This option is only available with creating bills and checks. 

 

 

On the other hand, if you have not enable the Custom Transaction Numbers option, the system will automatically assigned invoice numbers. This is true whether you create invoices using the same template or different one's.

 

To verify your account's settings, kindly follow the steps provided by my colleague, @Anonymous.

 

q11.png

 

Always feel free to visit us here in the Community if you have other questions about creating invoices using different templates in QuickBooks Online. I' m always here to help.

View solution in original post

23 Comments 23
oscortega
Level 3

Duplicate Invoice numbers

Please disregard.  I've located the setting with further digging. :)

vpcontroller
Level 11

Duplicate Invoice numbers

 

@oscortega

Currently, there isn't an option in place to warn if duplicate customer invoice number is used with the popup message window in QBO at this time. They have warning notice for Vendor Bill (from the Advanced tab), but not for Customer Invoice.

Usually, if you turn-off "Custom transaction numbers" from the Sales settings, you should not see duplicate customer invoice numbers.

 

oscortega
Level 3

Duplicate Invoice numbers

Thank you.

MitziS
Level 1

Duplicate Invoice numbers

Okay, glad the other person figured it out, but I have not, where do I find the" Customer Transaction number" to turn that off. I really need to figure out how to stop the duplicate invoice numbers.

 

Thanks

Anonymous
Not applicable

Duplicate Invoice numbers

Hi there, MitziS,

 

I can provide you some information about this question.

 

You can find the Customer Transaction Number preference in the Accounts and Settings section in QBO. Let me guide you how to get there:

  1. Click the QuickBooks Gear icon.
  2. Select Account and Settings.
  3. Click the Sales tab.
  4. Click the Sales form content section.
  5. Uncheck the Custom transaction numbers box.
  6. Click Save, then Done.

That should do it, MitziS. Please keep me posted if you have any questions with QuickBooks. All the best!

Tina_hgjones
Level 1

Duplicate Invoice numbers

Can  you tell me how and where you found to PREVENT duplicate invoice numbers from happening   

 

 

Tina_hgjones
Level 1

Duplicate Invoice numbers

How do I prevent duplicate invoice numbers from occurring ??    I use different templates 

IamjuViel
QuickBooks Team

Duplicate Invoice numbers

Thank you for joining in this thread, @Tina_hgjones.

 

I can share additional insights in making sure you'll not get duplicate invoice numbers in QuickBooks.

 

Currently, the ability to receive a reminder or prompt if there are duplicates in your invoice number while creating it is not yet available. This option is only available with creating bills and checks. 

 

 

On the other hand, if you have not enable the Custom Transaction Numbers option, the system will automatically assigned invoice numbers. This is true whether you create invoices using the same template or different one's.

 

To verify your account's settings, kindly follow the steps provided by my colleague, @Anonymous.

 

q11.png

 

Always feel free to visit us here in the Community if you have other questions about creating invoices using different templates in QuickBooks Online. I' m always here to help.

chonkyfire3000
Level 1

Duplicate Invoice numbers

Even with "Custom transaction numbers" not enabled QB online still duplicates invoice numbers for many of our clients.  We have called tech support and they have no idea how to fix.  Does anyone have an answer?

RenjolynC
QuickBooks Team

Duplicate Invoice numbers

Hi there, chonkyfire3000.

 

In QuickBooks Online, the system will automatically set the invoice number when the Custom Transaction Numbers option is turned off in the settings.

 

Seeing that you still have duplicate invoice numbers, we recommend contacting our Customer Care Team again. We will investigate the issue with our engineers.

 

Here’s how you can reach out to us:

  1. Click the Help icon located in the upper right-hand corner.
  2. In the Help window, click the Contact Us button located at the bottom.
  3. Enter your question and click Let's talk.
  4. Select Start messaging or Get a callback.

For other questions or concerns, please don't hesitate to reach out to us here. Thanks.

benthepi
Level 2

Duplicate Invoice numbers

Is this feature with Quickbooks Self-employed as well? Thanks 

accretive
Level 1

Duplicate Invoice numbers

We have recently discovered that a number of our invoices have also been given duplicate invoice numbers. We are using Quickbooks Online and the Custom Transaction Numbers option is turned off and has been for over a year now.

 

Has there been a recent change in the backend that could be contributing to this problem?

accretive
Level 1

Duplicate Invoice numbers

The issue seems to have started about 3-4 months ago

AlcaeusF
Moderator

Duplicate Invoice numbers

Welcome aboard to the Community, @benthepi, @accretive.

 

Right now, the ability to add a custom transaction number is only available in QuickBooks Online. For the Self-Employed version, please know that the digits automatically increment by 1 when creating the next invoice.

 

I've also checked here, and we haven't received any reported cases about getting duplicate numbers. I tried replicating on my test account, and everything seems fine on my end.

 

Considering it started happening for about 3 - 4 months already, I have to check the data on your account. Since I'm  unable to review it without asking for sensitive information, I suggest reaching out to our QBO Customer Care Team.

 

One of them will need to take over the problem and perform an escalation whenever needed to get you back on track. Here's how you can reach them:

 

  1. In your company, go the Help icon to choose Contact Us.
  2. Type the issue/topic under the What can we help you with section and then hit the Let’s talk button.
  3. Scroll down to select the Get a callback option and then enter your contact information.

You can reach them within this time: Monday to Friday from 6:00 AM – 6:00 PM and Saturday 6:00 AM - 2:30 PM PST.

 

For future reference, you can visit the How to change the invoice number on sales forms article. It also provides information about assigning numbers to your sales forms automatically.

 

Reach out to me whenever you have additional questions or concerns. Please know the Community has your back, and I'm here ready to help you. Have a good one.

Centreweb
Level 2

Duplicate Invoice numbers

This issue started for us  14 months ago. It happened for only 1 customer.   All Invoice Numbers have been the same for that whole time.   The poor customer suffered in silence all those months.  I feel sorry I didn't notice it before last month.   Invoice Numbers were fine before 14 months ago.   14 Months ago may have been when we enabled this as a scheduled monthly recurring transaction.   The number QBO seems to have chosen is the same number as an Invoice number for an Inactive Customer from 2006 (coincidence? - probably). 

 

I Deleted the latest invoice with the bad number and Used the Recurring Transaction to recreate it and it received a new Invoice Number.  I have no idea what will happen automatically next month.

 

Adding Duplicate Invoice Number Warning capability to QBO like the other Duplicate warnings would have caught this software problem instantly . 

jma2019
Level 1

Duplicate Invoice numbers

So, do you mean to turn off the custom invoice option and you will be notified when you enter a customer invoice twice?  and this will work even if you override invoice numbers with custom ones?

Tori B
QuickBooks Team

Duplicate Invoice numbers

Hi there, @jma2019.

 

Thanks for following the thread. 

 

As of now, all of our users should receive a prompt that you're using a duplicate invoice number. The prompt will look like the screenshot I've included below. 

 

 

If for any reason you're not being prompted of the duplicate invoice number, I recommend contacting our Support Team. This way,  an agent can review your account securely and investigate this matter further. 

 

I hope this update finds you well. Please don't hesitate to let me know if you have any questions or concerns. I'm always around to lend a hand. Take care! 

jma2019
Level 1

Duplicate Invoice numbers

Do you mean regardless of if they have the custom invoicing turned on?

katherinejoyceO
QuickBooks Team

Duplicate Invoice numbers

To clarify, the prompt appears only when the customized transaction number is disabled from the Settings, @jma2019. This is to notify you to prevent duplication of the invoice numbers. 

 

For future reference, check out this link to learn more about the different ways of finding duplicate invoices and other transactions in QBO.

 

You're always welcome to post more of your concerns, @jma2019. We're here to assist.  

tmushang
Level 1

Duplicate Invoice numbers

is there a way QBO warns me from creating a duplicate bill no. for all vendors, not just the matching vendor?

JessT
Moderator

Duplicate Invoice numbers

Hi tmushang!

 

Welcome to the Community! Thank you for asking about a warning for a duplicate bill number. I'll be happy to share information about this.

 

The only warning of QuickBooks is for duplicate bill numbers from the same vendor. There is no warning that a certain number exists on other vendors’ bills because eventually, one vendor may provide one that has already been used by others.

 

On the other hand, I know you have your reasons, so the best thing we can do is to run the Transaction list by vendor report and filter the bill transactions. The export the report to Excel and sort the transactions by NUM to easily find the duplicates.

 

I'm just around if you need assistance with your bills. Take good care always!

Judith26
Level 1

Duplicate Invoice numbers

Hi, what can I do when I get the duplicate invoice message as it gives me the same number again and again. No matter how many times I tried. Started qb again even restarted the computer. It just gives me the same number. Please let me know what can I do. Thanks

Maybelle_S
QuickBooks Team

Duplicate Invoice numbers

Hello there, @Judith26.

 

In QuickBooks Online (QBO), we can turn off the Custom Transaction Numbers option if you want to use the number sequence. 

 

Here's how:

 

  1. Go to the Gear icon.
  2. Under Your Company, select Account and settings.
  3. Click the Sales tab.
  4. Select the edit pencil icon, then turn off the Custom transaction numbers.
  5. Hit Save and then Done.

 

For future reference, you can visit the How to change the invoice number on the sales forms article. It also provides information about assigning numbers to your sales forms automatically.

 

Reach out to me whenever you have additional questions or concerns. Please know the Community has your back, and I'm here ready to help you. Have a good one.

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