Configuring Sales Invoice Reference Number Sequences and Resolving Display Issues

Guidelines for configuring the sequence of the reference number for sales invoices to start from a specific number.

The reference number is the invoice number that appears to the customer and is used in reports, journal entries, and accounting tracking.

In the system, you can:

• Set the numbering start from a specific number (for example, 500 or 1000)

• Add a prefix such as INV

• Allow manual editing of the number

• Determine when the number appears (before or after approval)

• Reset numbering according to the fiscal year

This applies whether e-invoicing is enabled or disabled.

First: How to Start Numbering from a Specific Number

If you want your sales invoices to start from a specific number such as 500, follow these steps:

1. Go to:
   Settings
   Then General Settings

2. From the top, select:
   Sales Invoice Settings

3. From the Sales Invoice Numbering section:

• Enter the identifier number (prefix) such as:
  INV

• Enter the sequence start number such as:
  500

Your first invoice will be:
INV500

The system will then continue automatically:
INV501
INV502
And so on…

The sequence continues automatically from the last number used.

Can the Prefix Be Changed After Issuing Invoices?

Yes, you can change the prefix at any time.
However, the change will only apply to new invoices.
Previous invoices remain as they were.

Important Conditions for the Reference Number

• Any number or letters can be written.

• The number can be edited manually.

• The number must not have been used before.

• Invoice numbers cannot be repeated.

• It must be less than 25 characters or digits.

Who Has the Authority to Modify the Reference Number?

Any user with permission to create sales invoices can modify the reference number (if numbering is editable).

Second: Why the Reference Number Does Not Appear for Some Invoices

Sometimes an invoice appears without a number.
The reason is related to two things:

1. Numbering setup

2. Invoice status

Numbering Setup Has Two Cases

Go to:
Settings → General Settings → Sales Invoice Settings

You will find the Sales Invoice Numbering option.

Case One: Non-Editable

In this case:

• The reference number does not appear in:

  • Draft

  • Pending Approval

• The number appears only after the invoice is approved

The purpose of this:

• Prevent reserving numbers for unapproved invoices

• Maintain an official sequence for approved invoices only

Case Two: Editable

In this case:

• The reference number appears directly even in:

  • Draft

  • Pending Approval

• It can be edited manually

When Does the Number Actually Appear?

If the invoice is:

• Draft or Pending Approval:
  The number’s appearance depends on the numbering setup

• Approved:
  The number is created automatically in all cases

What Should I Do If the Number Does Not Appear?

1. Check the numbering setup
   If you want it to appear before approval, choose “Editable”

2. Or approve the invoice
   Go to View
   Then click Save and Approve

After approval, the number appears automatically.

Reset Numbering According to Fiscal Year

You can have numbering reset automatically each year or month.

Steps:

1. Go to:
   Settings → General Settings

2. Navigate to:
   Commercial Document Numbering Settings

3. Enable the option:
   Use number sequence based on the company’s fiscal year

4. Choose the reset method:

• Document / Month

• Document / Year

Then click Save.

The change applies only to new documents.

Does Changing Numbering Affect Previous Invoices?

No.
Previous invoices remain with their original numbers.
The change applies only to new invoices.

Very Important Points

• • Invoice numbers cannot be repeated.

  • The reference number cannot exceed 25 characters.

  • Changes do not affect previous reports.

  • The reference number appears to the customer on the invoice.

  • An unapproved invoice is not considered officially recognized for accounting purposes.