If your business has a desire to use their own invoice numbering sequence, QuickBooks can help with that (up to a point...).
By default, the very first invoice you create in QuickBooks will have the number 1 associated with it. From there, QuickBooks simply adds +1 to the number to get the next invoice number. For many businesses, that game plan works like a charm.
However, let's say that your business wants to start (or modify) their invoicing with the number 5000 instead of the number 1. Tackling that need is easy to do.
SETTING YOUR OWN INVOICE NUMBER SEQUENCE
If you want to start your own sequence, here are the steps to follow...
- Create the invoice as normal
- Before you save it, go to the invoice number box, erase what is there and enter what you want it to be. In the example below, the invoice number 5000 has been entered. Once you save this, the next invoice number will be 5001, etc.
DOUBLE-BONUS! This same process works with quotes, sales orders and purchase order numbers in QuickBooks. Each one of these forms runs on their own unique numbering, so if you wanted to start your sales orders with the number A1000, just follow the steps above and enter A1000 for the sales order number.
LIMITATION AND SUGGESTION
If your business is trying to use a more complicated scheme, QuickBooks may have some trouble.
Example - if you want your invoice number (or quote #, etc.) for salesman 1 to be 1-1000, etc. and for salesman 2 to be 2-1000, QuickBooks will only add one to the last number that was typed into the invoice number box. This will require you to manually look up and enter an invoice number each time so that this type of sequence works for you.
Key Consideration - with the many ways that QuickBooks provides to look up and find information, setting up a complicated numbering system like this example really is not necessary. In fact, it really gums up the works for no good reason that I know of. What I usually find is that these types of approaches are carryovers from really old accounting software that didn't allow the easy lookup of information.
Are there situations you have where you need a specialized numbering scheme beyond what QuickBooks provides? Please share your thoughts in the comment box below.
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