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userclarencechin1023
Level 1

Multiple invoice running number

 
5 Comments 5
Jen_D
Moderator

Multiple invoice running number

It's nice to have you in our forum, @userclarencechin1023,

 

Before anything else, I would like to learn more about your concern so I can provide the right solution for you. Would you like to have multiple invoice numbers on the sales transaction or is this related to printing? Any information you can provide will greatly help.

 

While QuickBooks allow assigning one transaction number at a time, you have the option to create a custom field for any additional numbers on the form. Here's how:

 

  1. Click the Gear icon and choose Custom Form Styles.
  2. Locate the invoice template then select Edit.
  3. Go to the Content tab, and tap the Header section of the template.
  4. Use the Custom field link to expand the tabs.
  5. Mark a blank custom field then input a description you want, like Other Invoice Number.
  6. Hit Done.

When creating an invoice, enter other number manually. See this snip:

 

To review the numbers assigned, you can open an Invoice List report. Follow the steps below:

 

  1. From the Reports menu, find Invoice List.
  2. Tap the Customize button then expand the Rows/Columns section.
  3. Go to the Filter section and mark the custom field name.
  4. (Optional) You can use the Save customization option, so you don't need to redo it when pulling up the same report. Saved customizations are then moved to the Custom reports section. See sample screenshot:

See this article for more information about customising invoices in QBO: Customise invoices, estimates, and sales receipts in QuickBooks Online

 

Let me know if you're referring to something else or need further help on this. I'll be more than happy to help. Have a nice day!

Notalemming
Level 3

Multiple invoice running number

Hey Jen,

 

This is the closest question I have found as of yet that may be along the same issue we're having.  For some reason our invoices are duplicating in number sequence along with a dash number.  As an example, we input a new invoice for a different client and the invoice will number as the same as the last client's invoice number but with a dash number, 1155....1155-1....1155-2.  Even though the client is different from the last, the invoices are automatically sequencing like this.  Unfortunately this was not caught before several invoices were sent out.  

 

I've gone through our set up for invoices and can not find anything odd or changed.  My guess is that the invoice numbers do not matter in a monetary way, but for paperwork and organizational purposes, this is not good as it makes one think that the dashed number invoices are all related if the primary number is the same.  We need to know how to correct this and prevent this in the future, please.  Thanks.   

MaryLurleenM
Moderator

Multiple invoice running number

Hello there, Notalemming,

 

You can enter your own numbering preference to void this mishap. 

  1. Click the Gear icon.
  2. Select Account and Settings (or Company Settings).
  3. Select Sales, then select anywhere within the Sales form content section.
  4. Check the box next to Custom transaction numbers.
  5. Select Save and then Done.
  6. Open an invoice or any sales form, and in the Invoice no. field, enter the custom number or letter sequence you want to use for your forms. The sequence you set here applies to all sales forms.

Once you have set up your custom invoice numbering, turn off the Custom transaction numbers feature. This will help prevent accidental changes to your numbering.

 

Let me know if you need further assistance.

Notalemming
Level 3

Multiple invoice running number

Thanks for the reply.  Let me ensure I understand your process before I implement it.  I went through the process to see if we had the Custom Transaction Number turned on, and yes, we do.  But what I think I am understanding from your post is that I need to leave that on until I manually set the next invoice number to what we want, then turn off the Custom Transaction Number option to keep the program from willy-nilly creating invoice numbers that may or may not include a dash number sequence.  By doing this the program will know to follow the number sequence from the number I used before I turned off the Custom Transaction Number option? 

 

So would it be fair to say that because we had the Custom Transaction Number checked on all this time is why the numbering sequence went haywire?      Thanks.

RenjolynC
QuickBooks Team

Multiple invoice running number

I appreciate your time getting back here, Notalemming.

 

Yes, you got it right. Leaving the Custom transaction numbers turned on will allow you to edit the number on an invoice. Here's a sample screenshot:

 

 

 

Once you have set up your custom invoice numbering, you can turn off the Custom transaction numbers feature to prevent accidental changes on your numbering.

 

Here's how:

 

  1. Go to the Gear > Account and settings.
  2. On the left panel, select Sales.
  3. Click the Sales form content section and turn off the Custom transaction numbers.
  4. Hit Save and then Done.

Please see these sample screenshots for a visual guide:

 

 

 

 

I've got this article for more information: How to change the invoice number on sales forms.

 

I'd be glad to help out again if you have any follow-up questions, or other concerns with your QuickBooks Online company. Take care and stay safe.