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Under review

is it possible to change or define invoice numbering?

info 2 years ago updated by Marek Joniec (XTRF Product Manager) 2 years ago 5

I have started to use xtrf recently. I already have my invoice numbering with my previous system and I would need to use the same one now and continue the numbering. Is it possible to change or set this up?

Answer

Answer
Under review

Hi 

It's possible to modify the Invoice number ID after it was created. But first, make sure that this option is enabled in your system.

Go to the configuration > Clients and Venrods > Client settings > Invoicing and make sure that Enable Invoice Number Modification checkbox is selected.

Then when the invoice is in the Not ready status, you will be able to modify the number.

It's also possible to define numbering of the Invoices. The ID numbers in XTRF are created uppon something that we call numbering scheme.

All numbering schemes used by the system are available in the system configuration > Templates > Numbering schemes. 

I'm guessing you're thinking about client invoices so you need to find on the list one of the type Client invoice numbering schemes.

When you edit the numbering scheme you can modify the rule how it's created, and also current counter value - the invoice numbers don't have to start from 1.

If you'd share, here or through your XTRF contact, the general idea how your client invoice numbering should look like I can help you find correct setting of the numbering scheme.

Best regards,

Marek

Answer
Under review

Hi 

It's possible to modify the Invoice number ID after it was created. But first, make sure that this option is enabled in your system.

Go to the configuration > Clients and Venrods > Client settings > Invoicing and make sure that Enable Invoice Number Modification checkbox is selected.

Then when the invoice is in the Not ready status, you will be able to modify the number.

It's also possible to define numbering of the Invoices. The ID numbers in XTRF are created uppon something that we call numbering scheme.

All numbering schemes used by the system are available in the system configuration > Templates > Numbering schemes. 

I'm guessing you're thinking about client invoices so you need to find on the list one of the type Client invoice numbering schemes.

When you edit the numbering scheme you can modify the rule how it's created, and also current counter value - the invoice numbers don't have to start from 1.

If you'd share, here or through your XTRF contact, the general idea how your client invoice numbering should look like I can help you find correct setting of the numbering scheme.

Best regards,

Marek

HI Marek:

Thanks for your reply. Very useful. However, I don't have such thing as  system configuration > Templates > Numbering schemes.

In Templates I only have Notifications, I don't any section called Numbering schemes.

Could you tell me where to find it?

Our invoice number scheme looks like this: T_2018F001_Client Name

Hi 

Some options of configuration/customization in the XTRF are dependant on the pricing plan. It might be possible that the pricing plan you're using doesn't cover that. 

I'll check tat internally.

Coming bat to the naming convention. 

The "T" at the beginning is fixed for all invoices?

Im guessing "2018" is the current year and "F001" is the invoice counter, is that correct?

One additional thing, when the counter should be reset? if there's year involved I'd guess that with next year the invoice numbers should start from 1 again, right?

Thanks, 

Marek

Hi,

The pricing plan doesn't state limitations on customizations/configurations. Please check this, I would be very surprised if there are limitations.

Naming convention: yes, T is fixed, 2018 ys the current year and F001 invoice counter. 

Counter is reset the following year, yes you are correct.

I sent an additional question regarding receivables, do you think that one could also be solved?

Thanks

Hi 

Thank you for the clarification.

I believe the issue with Receivables also can be solved. I'll add the details in that thread.

Best regards,

Marek