Why Reference Numbers Don’t Appear on Some Invoices and Required Actions to Display Them

Clarifying Why the Reference Number Doesn’t Appear for Some Sales Invoices

Some users may notice that the reference number does not appear for some sales invoices within the system.
The reason depends on the invoice status and on the sales invoice numbering settings.

First: The Impact of Sales Invoice Numbering Settings on the Reference Number

The reference number visibility can be controlled through the following path:

Settings → General Settings → Sales Invoice Settings
and from the Sales Invoice Numbering option, you select:

First Case: Numbering (Non-editable)

When selecting Non-editable:

• The reference number does not appear for invoices in the following cases:

  • Draft

  • Pending Approval

• The reference number appears only after the invoice is approved and accepted.

• The purpose of this:

  • Prevent reservation of unapproved invoice numbers

  • Ensure a formal and accurate sequence for approved invoices only

Second Case: Numbering (Editable)

When selecting Editable:

• The reference number appears directly for invoices:

  • Draft

  • Pending Approval

• The user can manually edit the reference number (based on permissions).

• The number remains visible even before the invoice is approved.

Second: Clarification by Invoice Status

Invoice in “Draft” or “Pending Approval” Status

• The invoice appears in the sales invoices list normally.

• The appearance of the reference number depends on the numbering setting:

  • Non-editable → Number does not appear

  • Editable → Number appears

Invoice in “Approved” Status

• The reference number is created automatically in all cases.

• The invoice becomes approved and ready for use in reports and financial operations.

Third: Required Steps for the Reference Number to Appear

1. Check the Sales Invoice Numbering settings:

   • If you want the number to appear before approval → select Editable

2. Check the invoice status:

   • If it’s a draft or pending approval:

     • Request approval from a user who has approval permission

3. Invoice approval is done through:

   • Clicking View next to the invoice

   • Then Save and Approve at the bottom of the invoice

4. After approval:

   • The reference number appears automatically (if it wasn’t visible before)

Important Notes

• The reference number is used to track invoices in:

  • Reports

  • Journal Entries

  • Accounting Follow-up

• Unapproved invoices are not considered official invoices.

• The choice of numbering method depends on the organization’s accounting policy.

Search Keywords

• The invoice doesn’t have a reference number, how do I add it?

• The reference number is not in the invoice, what’s the reason?

• Why doesn’t the reference number appear in some invoices?

• Does the draft invoice have a reference number?

• When does the reference number appear for an invoice pending approval?

• How do I make the reference number appear before approval?

• Who has permission to approve invoices?

• How do I change the sales invoice numbering settings?