Sage 50 Invoice Numbering – Change, Reset, Auto Sequencing

Updated On: July 10, 2025 9:21 am

Invoice numbering is an essential part of ‘tax invoice’ creation as unique and sequential invoice numbering is required. This refers to the fact that the invoice number must be consistent in structure and sequence in a manner that there are no gaps between two consecutive unique invoices. Certain businesses consist of multiple business lines or international coverage, in which case you need to construct unique invoice sequences for every business line or geography. This is greatly handy when it comes to internal process optimization and also smooth filtering across the relevant invoices or credit notes. Hence the sage 50 invoice numbering is an essential aspect of proper ‘bookkeeping’. So let us take a look at some of the main aspects of Invoice Numbering.

How to Change Invoice Numbers in Sage 50?

Let us take a look at how to change the numbers that are used in sales documents, like that of invoices and credit notes. This is also required in order to be able to continue from the last number that you used from the previous accounting system. As for the invoice and credit notes one cannot change or re-use a number once it has been assigned.

This is applicable when you begin using Accounting Start, with your document number starting from 1. Once you save a sales document a unique number is assigned to it. As in the case of credit notes and invoices you cannot change or re-use a number once it has been assigned. This number remains assigned despite being deleted from the invoice or the credit note. This ensures that you acquire the complete audit of your invoices and credit notes. But, you can also use the same prefixes and references on a different invoice.

Steps to Change Invoice Numbers in Sage 50

Let us take a look at the steps involved; this is only for the next sales document you have saved:

• Go to More, 
• Go to Business Settings
• Select Document Preferences.
• In order to change the next document number, you need to enter the number you want your documents to start from in the required boxes. 
• In case the next number assigned has previously been used, a message will be displayed that will prevent you from saving.
• In order to change the prefix, enter the text you want to appear before the number on your documents.
• A prefix can consist of six characters. Once you change a prefix, it can be used for the next related document created by you. 
• Click Select Save.

Also Read: How to Apply Credit towards Open Invoices on Sage 50?

How to Reset or Change the Numbering for Invoices and other Forms in Sage 50?

In order to do this you need to follow the below steps:

Location I: For most Forms

• Go to the Home window, 
• Next, select Setup, 
• Select Settings, 
• Now select Company and Forms.
• Now Type in the desired form’s new Next Form Number in the required box
• Next, you need to Select Verify Number Sequence to have numbers sequentially entered
• Now Select Use Next Available Number
• Select OK to save
• Select close

Location II: For the Cheque Forms

• Click on Setup,
• Click on Reports and forms
• Click On the left-hand side
• Now click Cheques
• Next, Click on the Bank Account
• Scroll Down at the bottom on the right-hand side beneath the cheque settings
• Now Enter the next cheque number in the field Use Cheque No:
• Click Ok
• Finally, Verify that your cheques are numbered correctly.

How to do User-Defined Invoice Numbering in Sage 50?

Sage 50 automatically numbers the invoices, with it starting with ‘101’. But there are times when the user needs to get the numbering done by themselves according to their preferred numbering. So how is this done? Here are the steps:

• Launch the Sales/Invoice Window
• Enter the required number in the Invoice Number field 
• This number will remain incremented within the field as long as the Window is Open. 
• Open the Sales/Invoicing Number and manually enter the starting number of the Invoice in order to find the required invoice number. 
• To quickly search for the required invoice number, you need to go to the Sales/Invoice Window.
• Go to the List option located on top.
• Next, click on the Invoice Number column heading.
• This will cause the sorting of the list by the invoice number. 
• Click once again to sort it by entering the highest invoice number at the top. 
• This setting will be remembered by Sage 50 
• The next time you open the list, the last opened invoice will be displayed.

Here you need to bear in mind that the Sage 50 will warn you if save the invoice with a number that has been previously used. In case it has been used for the same customer, then you will not be able to Save the invoice until the user changes the number. In case it has been used for a different customer then you will be offered a warning message and be asked to Save it either way.

In this case, if you want to Save the duplicate, then you can easily turn off the warning message so that you can enter a duplicate as a ‘test’, by using a different customer. To turn off the warning message you need to:

• Go to the Option Menu.
• Select Global.
• Next, go to the General tab.
• Click on the button to Reset all ‘On-time’ messages.

Also Read: Sage 50 Invoice Numbering

How to do Auto Sequencing of Invoice Numbers in Sage 50?

Usually, the invoice number is assigned by Sage 50 at the time of printing and emailing of the documents. This allows you to number your emailed invoices differently from the ones that are printed. 

In case you wish to manually enter the number in the invoice Number field in the SALES/INVOICE WINDOWS then the numbers will be incremented by Sage 50 from the number that has been entered in the field as long as the Windows has been left open. Once you re-open the Sales/invoice Windows once again the INVOICE NUMBER field will be left blank, and it will be required to manually enter the starting number of the invoice or adjust the number that has been assigned on the Print dialog window. 

In case you do not want to Print the Invoices then you will need to:

• Go to the SALES/INVOICE window.
• Click on the LIST option.
• Click on the INVOICE NO COLUMN HEADING in order to sort by invoice number. 
• Click once again to sort it with the highest number at the top. 
• This setting will be remembered by Sage 50. 
• Hence the next time you open the list, you will instantly view the INVOICE previously used. 
• Try not to resort to the COLUMNS in case you disturb the memorized settings of the previous INVOICE update.

You need to be sure of the fact that Sage 50 will ‘tell’ you if a certain Invoice number has been used previously. In case it has been used for the same customer, then you will not be able to save the invoice till the user changes the number. In case the number has been used for a different customer then you will be warned and asked to SAVE it either way. However, this warning can be turned OFF in order for you to be able to enter a duplicate as a TEST using a different customer. In case you do not locate the WARNING message, then you need to:

• Go to the OPTIONS.
• Go to the Global.
• Next, go to the General tab.
• Click on the option to reset the ‘ALL ON-TIME message.
• You are done.

Also Read: Sage 50 Invoice Not Posted

Invoice Number Mapping in Sage Accounting

In invoice numbering in Sage 50 you cannot separate the invoice numbering process from the sales process. Whenever you prepare an invoice in Sage 50, an automatic number based on the type of configuration you have in your system is created, or alternatively, you can insert a number manually. This value is then saved in the different modules and reports of Sage 50, such as:

• Sales Invoicing Module

This is where the invoices are mostly made and controlled. The most important field in each invoice record is the invoice number.

• Customer Records

Each customer will have individual accounts, and using this, a history of all invoices issued to this customer will be shown by its corresponding invoice number.

• General Ledger

Once an invoice is posted, the transaction appears in the general ledger, and the sale or invoice number is frequently used as the identifier of the related sales revenue and accounts receivable transaction.

• Sales Reports

All sales reports, including customer sales, item sales, or aged debtors reports, are dependent with regard to invoice numbers in order to sort and display data in a manner that makes sense.

• Audit Trails

Sage 50 keeps an elaborate audit record of all the documentation, and invoice numbers play a key role in tracing the source and origin of the sales records that are made.

This mapping is essential to use Sage 50, navigate it, and utilize its reporting capabilities. The invoice number may be your key when searching for a particular transaction or analyzing sales data.

What is an Invoice Number?

Fundamentally, an invoice number is a sequential unique code that accompanies every invoice a business produces. It serves as a fingerprint to a given transaction and, therefore, simple identification and recalling of the sales records. Such numbers would be both alphanumeric, i. e. use a combination of letters and numbers to make up a different code. To give an example, an invoice could be numbered INV-2025-0001, ABC-12345, or possibly just 1001.

An invoice number may differ greatly in form and complexity depending upon the nature of the business, and may often incorporate their internal numbering scheme or industry norms. However, whichever its outlook may be, its main role remains unchanged, that is to have a single reference point to every sales transaction.

Why is Invoice Number Important?

One cannot overestimate the role of invoice numbers. They are a key element of good financial management and they are significant in many areas, such as the following:

• Unique Identification and Tracking

The first and most evident advantage would be the possibility of distinguishing every transaction. In the case ofa customer query or revisiting a sale done earlier, the invoice number acts as a reference point where a particular record can be found easily. This is important in customer service, the resolution of disputes, and sales analysis.

• Order and Sequence

The use of sequential invoice numbers enables clarity in regard to transaction order. This is a methodical system that is necessary in order to comprehend the sales trend over a period of time, balance the accounts, and make sure that no invoices are lost or repeated.

• Audit Trails and Compliance

A good audit trail depends on invoice numbers. Businesses must be in a position to produce the chain of transactions that is faultless in case of tax and financial audit. An invoice numbering system of this level of management brings this transparency and thus enables businesses to adhere to the legal and regulating requirements. In the absence of proper numbering, documenting the truthfulness of the numbers of sales or tracing certain transactions to their source would be very hard.

• Accounts Receivable Management

Invoice numbers are a necessity in accounts receivable. They enable businesses to monitor unpaid invoices and send out reminders, as well as make payments against the right invoices. This will make the collection process easier and reduce mistakes in the customer accounts.

• Reconciliation and Reporting

Invoice numbers make it easy to match the payment received on the bank statement with issued invoices during reconciliation of bank statements or when preparing financial reports. This will make all sales revenue appropriately recorded and assigned, and hence proper financial statements.

• Inventory Management (Indirectly)

Although not directly involved in inventory, correct invoice numbering will indirectly help in the management of inventory through a clear record of goods sold. This is information that could be used to study the trend of the sales and can aid in making very informed decisions regarding sales.

• Professionalism

Customers are impressed by a properly organized invoice numbering system that is coherent and organized. It shows that the business is not a mess and is serious when it comes to managing its financial operations.

Final Words

Invoice Numbering is a major aspect of accurate and smooth bookkeeping. It essentially allows the users to differentiate the invoices correctly. A well-managed Invoice Management system helps track and view the finance systems. The Invoice Number allows the accurate identification of the Sales and Purchases among the various businesses. Each code is unique and is generated through a consistent numbering system. However, if you still have doubts regarding the same, you can drop a mail at [email protected] and our team of experts will help you out.

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