Unique identifier for invoices

Let me share some information on how to keep track of an invoice in QuickBooks, @Stilllearning3.

QuickBooks offers a variety of features to help organize your accounting such as tracking payroll, prices, and invoices. It might be challenging to keep track of invoices, especially if you have a large client base. 

However, there are a few different methods you can use to keep track of your invoices:

1. Log in to your QuickBooks Desktop and click the Edit menu at the top of the screen followed by Find.
2. Click the Simple tab. Then, choose Invoice from the Transaction Type drop-down menu.
3. Fill in the search fields with as much information as you can.
4. Click Find. A list of found invoices will appear on the screen. Double-click an invoice to open it.

You can also use the advanced find, here’s how:

1. Click the Edit menu at the top of the screen followed by Find. Then, select the Advanced tab.
2. Select a filter from the Filter drop-down menu and fill in the fields shown on-screen. Each filter has different information you must fill out; this information allows you to narrow down your search results.
3. Once done, click Find. A list of found invoices will appear on the screen. Double-click an invoice to open it.

You can also use this article: Customize Form Templates. It provides you steps on how to duplicate, export, or import your custom templates. It also includes a link on how to troubleshoot common issues when using and customizing templates at the bottom of the page. 

I'll be right here to help if you need further assistance. Have a great day!

Sorry but did you read my request? I am not asking how to create or use an invoice... I had a specific question of which you didn't answer?

Did you read my question? I am not asking how to use or create an invoice - I had a specific question about creating unique identifiers for invoices and debit memos - you did not answer my question.

Hello, @Stilllearning3.

QuickBooks allows you to save transactions as long as you are using a unique transaction number. Also, you can set up QuickBooks to warn you every time the system detects duplicate transaction numbers. I can guide you in doing so.

For Bills:

1. Go to the Edit menu.
2. Scroll down to Preferences.
3. Choose Bills.
4. Select Company Preferences.
5. Check the box for Warn about duplicate bill numbers from same vendor.
6. Click Ok. 

For invoices and sales orders 

For Purchase Orders and Checks:

Also, I'm adding these resources as additional references in managing your business transactions:

• Accounts Payable workflows in QuickBooks Desktop 
• Get started with customer transaction workflows in QuickBooks Desktop 

Get back to us here if you have other questions or concerns in managing your income and expense transactions in QuickBooks. I'm just a few clicks away.

Thank you - this is helpful - although I need a unique identifier per item I think if we combine the invoice and item number that would create unique ID's - but what about debit memos? Is there a way to reduce duplicate debit memos by customer?

Sorry I keep saying debit memos but I meant credit memos - we have a large volume of these - will quickbooks warn of duplicate numbers for credit memos in the customer module?

Hello @Stilllearning3,

Let me help share how you configured your preferences affects the recording of your transactions in QuickBooks Desktop.

Yes, you can create unique invoice numbers by combining the invoice and item identifier. Don't worry, once you turned on the warning for duplicate invoice transaction numbers, the system won't let you save a credit memo if it recognizes any existing transaction with the same numbers.

On top of that, I've also included this reference for a compilation of articles you can read while working with us: The different transactions you can use to track your sales.

If there's anything else that I can help you with, please let me know in the comments below. I'll be here to lend a hand.

While you can't see it when viewing invoices, you can include the Trans ID field on transaction detail reports. Once assigned to a transaction, it never changes.

How do you convey the invoice information to the external system?  Reports?  Some other way?

I have a CRM outside of Quickbooks and would like to keep track of each customers status if paid or not or if invoices sent out and other customer management requirements.  To accomplish this, I need a list of transactions with the fields in sales.xls and a unique transaction ID exported in CSV or Excel format.  I currently exporting the sales.xls but without the transaction ID defined by the system, multiple fields are required to uniquely identify a record. 

I like this method of using the existing transaction ID but I don't see Transaction ID as an available field in Quickbooks Online.  How can Transaction ID be added to an exported list of transactions?

That's a great idea you have there, Christopher.

An option to add a transaction ID to an exported transaction is unavailable in QuickBooks Online. I see how you'd love this feature implemented in QBO.

Thus, this would be a great time to submit this feedback to our Product Development Team. This way, they can review and determine what features to add for future product enhancements. Here's how:

1. Click the Gear icon and choose Feedback.
2. Enter your feedback Suggestion.
3. Press Next.
   
   

Moreover, feel free to visit our Feedback forum to track the progress of your feature request.

If you want to import your transactions in the future, we have a guide to help you get started whenever you're ready: Common questions about importing data to QuickBooks Online.

You're welcome to visit here again in QuickBooks Community if you have more questions about managing your data. If you'd like to take care of other things like supervising your transactions, let me know, and I'll work with you on this. Take care always!