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th23
July 17, 2020
Question

Can i change the invoice numbers generated by quicbooks? and what could be the reason for missing invoice numbers?

  • July 17, 2020
  • 5 replies
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Original commenter did not share additional details

5 replies

AlcaeusF
AlcaeusF
July 17, 2020

Welcome to the Community, @th23.

 

To answer the first question, yes, you can. QuickBooks Online (QBO) has a feature that will let you set your numbering preference for invoices and other sales forms. Here's how:

 

  1. In QBO, go to the Gear icon at the top right to get to the Account and Settings.
  2. Select the Sales menu at the left pane, then select tick the Edit (pencil) icon in the Sales form content section.
  3. Place a checkmark on the Custom transaction numbers box. 
  4. Hit Save and Done.

 

Once done, open an invoice and change the number in the Invoice no. field. To learn more about the process, refer to this article: How to change the invoice number on sales forms.

 

As per the second question, the browser may be already full of frequently accessed page resources, causing the invoice numbers to be missing. To isolate this, try signing into your QBO using a private browser (incognito).

 

Here's how:

 

  • Press Ctrl + Shift + N (Google Chrome).
  • Ctrl + Shift + P (Firefox).
  • Control + Option + P (Safari).

 

If everything looks good, return to your default browser and perform a clear cache to refresh the system. However, if the issue persists, try using other supported browsers.

 

Reach out to me in the comment section below if you have any other issues or concerns. I'll be more than willing to help. Take care and have a good one!

GoneViral
January 20, 2021

Hi Fritz or anyone else out there

I wonder if you can assist me with the same/similar issue as this user was experiencing?  The issue of missing invoice numbers.

I am working on the desktop app of QB online.  I have found that over the past few months, our invoices are not being issued with the next number in the sequence - numbers are randomly being "skipped" by the system.  In some cases it could just be 1 or 2 numbers being skipped but in others it can be 20 or 30 numbers missed out.  EG I issue an invoice and get invoice #2550, next invoice is #2551, but the 3rd invoice is #2560.  What has happend to invoice numbers 2552 - 2559?  If i pull an audit report these missing numbers do not exsist at all. I see that quotes/credit notes etc will take the next number in the sequence and if I look at a list of all transactions, none of the missing numbers appear.  Any clue as to why this would happen?

Many thanks!

 

AlexV
AlexV
January 20, 2021

Thanks for reaching out to us, GoneViral.

 

Yes, you're right. For automated transaction numbers, other transactions like quotes and sales receipts will use the next number in the sequence.

 

If you deleted a transaction, QuickBooks Online no longer uses it and proceeds to the next set of numbers. You'll want to pull up the audit log again cause we can review from there all changes made including those deleted ones. Then, set the dates to All dates and press Ctrl + F on your keyboard to search the missing transaction numbers.

 

In addition, you can clear the cache to fix issues using the QuickBooks app. From the Help, click Reset App Data. Also, you'll want to access your account and review your transactions through an updated and supported browser. 

 

I'll be here if you need anything else. Take care!

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