Sage 50 Invoice Numbering

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.

Change Invoice Numbers

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.

Read More-: Sage 50 Invoice Numbering

How to do this

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

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.

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

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.

User-Defined Invoice Numbering

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.

Auto Sequencing of Invoice Numbers

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

Conclusion

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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