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Thank you very much for taking the time to tell us about your idea to improve Sage 50cloud Accounts, or to comment on another user’s idea.

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Invoices and Credits Use a Separate Sequential Numbering System - Stopping Gaps in Invoice Numbers Occurring

When using the Invoices and Credits module, I have noticed that both invoices and credits share the same sequential numbers.

So - any invoices that I convert to credits, or any credits that I create, will use the next sequential number available in the module. E.g. If I have 10 invoices in the module and want to raise a credit, that credit note will be number 11.

This can introduce often sizeable gaps in my invoice numbers where credits sit in between and vice versa.

Having spoken to a friendly Sage technician, it seems the workaround is to set the Credit Note start number to be many magnitudes higher than my next available Invoice number.

As an example, if I am on Invoice number 100, I should set the Credit Start number to be 1000.

There is a problem with this - to me anyway! - all will be well until my invoices reach number 999, in which case they will resume after the last credit note number - which could be 1008 or more if numerous credits are posted in between!

Surely this isn't best practice - I would like a system that facilitates sequential tracking of Invoice numbers AND Credit Notes separately.

To go one further, if I use the convenient 'Credit Invoice' button to quickly generate a credit note from an existing invoice, I would like the original invoice number that is being credited to be recorded somewhere ('Ex. Ref' field for example?) in the Credit. This means when we are trawling the Transactions window, we can cross-reference Invoices against Credits.

IRS
  • in reply to Michael Hoeben

    Just noting your comment on the 'M' field  - that has given me another idea. For the company I work for it would be extremely useful to have a special message line that allows us to put a custom narrative on our invoices, rather than the product line information. This is because we itemise our products enormously for reporting, but it isn't often very useful to our customers to see all that itemisation.

  • Hi Michael, thanks for taking the time to offer your thoughts. Yes I've done just that - started the credits off with 6 figures. I can't do anything about the state of the data retrospectively, though this should at least keep things sequential from now on.

  • Your last point - when creating the credit note; not elegant, but a workaround. Before pressing Save, click in the first line of the credit and Press F7 to insert a new line. Then use code "M" for note, and manually input the Invoice number in to the Description field. I like to think Sage will update this in a future release and make the Ex-Ref field available and even populate it automatically, but its unlikely unless some of us clients can demonstrate that they are doing so many credit notes, that it really would be easier.

    And regarding numbering. I suggest change the invoice sequence to say 5 or 6 digits 10000 and the credit notes to 3 or 4 digits 100 so they are unlikely to ever cross over.

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