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How do I change or customize the automatically generated Invoice Numbers that QB generates?

Forum|Forum|7 years ago
December 11, 2018
4 replies
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I want to use custom invoice prefix's (PD001, KB025, etc) for invoicing clients. But QB automatically assigns one prefix that I can't change. How do I set up or customize the Invoice Number for each customer?

QuickBooks Desktop

Best answer by Rustler

The only way to do that is to create a new accounts receivable and use that when you invoice the customer, QB keeps the invoice numbers by which accounts receivable is used

it works well if you only have two sets of invoice number prefixes to use ...

But it would mean one account per customer, and to be honest that is really going to cause problems down the road - I do not suggest you try it

RustlerAnswer

Level 15

The only way to do that is to create a new accounts receivable and use that when you invoice the customer, QB keeps the invoice numbers by which accounts receivable is used

it works well if you only have two sets of invoice number prefixes to use ...

But it would mean one account per customer, and to be honest that is really going to cause problems down the road - I do not suggest you try it

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lindak1119

Level 7

"QB keeps the invoice numbers by which accounts receivable is used" Which means that there is a possibility to have a customer in a different AR (GL account) revert to an older invoice number/out of sequence. This is the part that bothers me as invoicing numbering should be sequencial regardless of which GL account you're invoicing from. The current settings allows for multiple invoices with the same number.

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SkinnyRaven

Level 6

I'm not sure what you are trying to do. The invoice numbering is known as a "sticky" once the sequence is edited QB will continue that on the next invoice, it will not differentiate between customers.

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lindak1119

Level 7

If you set up a new customer and for them add the prefix you want to the invoice number when you duplicate it quickbooks will continue numbering in sequence with the same prefix. Remember to duplicate invoices for your other customers to retain their sequential numbering.

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lindak1119

Level 7

running qb 2014 would like to customize invoice to my needs. when pre view invoice everything changes can you advise