Tips & Tricks—Invoice Auto-numbering

Auto-num1

Have you ever been curious about what this box does?

Or are you currently using it, but you haven’t quite mastered how it works?

Essentially this setting in the app allows you to customise the auto-numbering sequence of your invoices in Saasu.

When you switch this on, via the cog wheel ‘Settings (for this file)’ from the menu bar, it can apply for both Sales and Purchases.

So, when you next create a new order or invoice, you will see:

Auto-num3

Please Note: In Sales: Purchase Order # may refer to your customer/supplier’s reference order number.

Auto-invoice2

Please Note: In Purchases: Invoice Order # may refer to your customer/supplier’s reference invoice number.

Prefixes

Auto-num1

You can specify in the settings section, whether a prefix should exist before the invoice number, by filling this in the ‘Prefix’ field.
So if you want your invoice number to appear as ‘GUM21’ or ‘GUM-21’, then put in ‘GUM’ or ‘GUM-’ (relatively) in the field.

Important Things To Note

Auto-numbering can only work when the numbers are consistent.

Let’s assume that our current auto-numbering value is ‘GUM-21’, here is some examples of what will work:

  • Create a new number using <auto-number>, once you save this invoice, you will see it as ‘GUM-22’.
  • Create a new number, overriding the auto-number and typing in ‘JELL-01’
  • Create a new number, overriding the auto-number and typing in ‘21’
  • Having multiple users create new invoices (not simultaneously)

Here is some examples of what will not work:

Auto-num3

  • Create a new number, overriding the auto-number and typing in ‘GUM-100’
  • Create a new number, overriding the auto-number and typing in ‘GUM-022’
  • Having multiple users create new manual numbers simultaneously

Any time you manually create numbers, you must ensure it does not break the auto-number sequence ‘GUM-xx’. So using something like ‘GUMxx’ or ‘JELL-01’ will work.

If you have created a manual number like ‘GUM-100’ yet in the Settings we are only up to ‘GUM-21’, you will break the sequence and it will not work.

So if you are manually creating these numbers, make sure the prefix is different to the one you entered for Settings.

Fixing Errors

If you do get an error like:

PurchError

‘The purchase order number that you entered (xxxx) has already been used. Please choose a different purchase order number.’
(likewise for sales order or invoice numbers)

Simply navigate to the relevant Sales/Purchase screen, put in a (very) wide date range e.g. 15/09/13 to 31/12/14 (yes very wide) and bring up your list of invoices.

You are looking for the last used # number so clicking on the ‘Invoice’ or ‘Purch. Order’ link will sort the list:

greything

Once you find the last used # number e.g. GUM-100 from our example earlier. Write this down (or memorise it if you have a great memory!).

Now navigate to Settings again, find the Sale or Purchase section and update the ‘Next invoice number’ to 101. Why? Because 100 is already used, and you want to tell Saasu that ‘Yes! 101 is free to be used next!’.

And the cool part is. When you’ve updated this (don’t forget to ‘save’).

102

And after you create your #101 invoice. Come back to the Settings section and what do you know?

The number automatically changes to ’102′. Now you know auto-number is working correctly for you.

We hope you enjoyed this week’s Tips and Tricks—please feel free to contact us with any questions or suggestions!

 


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