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SShava
September 15, 2024
Question

Hello,does QBs automatically update sales receipts when an invoice is generated? We have never issued receipts from QBs, only physical ones. However, the current sales receipt number in on our QB is 8912 same as the current invoice number.

  • September 15, 2024
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C
ChristineJoieR
September 15, 2024

Yes, SShava. The system automatically links or adjusts the numbers between sales receipts and invoices in QuickBooks Online. Let me thoroughly explain this to you.

 

In QuickBooks Online, the numbering system for invoices and sales receipts follows a sequential pattern. This means that if you create an invoice with a specific number, the next sales receipt you generate will automatically receive the next number in the sequence.

 

For example, if you issue an invoice numbered 0039, the subsequent sales receipt will be numbered 0040. Similarly, if you use a unique format for your invoices, such as INV-0050, the next sales receipt will default to the next number in that format, like 0051.

 

However, if you want to use different numbering sequences for invoices and sales receipts, monitor the numbers and adjust them manually by turning on the Custom transaction numbers. This way, you can edit the transaction number in the header area of the form.

 

Follow the steps below:

 

  1. Navigate to the upper left section and click the Gear icon.
  2. Press the Account and Settings.
  3. Click the Sales tab.
  4. In the Sales form content section, make sure Custom transaction numbers are turned on.
  5. Click that section to edit it and toggle that option.
  6. Click Save and Done to exit settings.

 

Given this, we encourage you to share your thoughts and feedback using the steps outlined here: How do I submit feedback? Your input helps us understand user needs as we continue to improve the program.

 

If you like more personalized details on your sales forms and adding a custom field, you have the choice to do that here in QuickBooks Online. Refer to this page for more guidance:

 

 

If you have any further questions or need assistance on how to set up your numbering sequences, QuickBooks support is available to help guide you through the process.

S
SShavaAuthor
January 9, 2025

As an insurance company, we offer insurance stickers and certificates. We buy from the ministry of transport, and we post in bulk on QuickBooks the total value. However, we are trying to find better ways to better manage the inventory. Each of these certificates has a number, is it possible that when we receive new stock this month, we record in system the by each number of the sticker or certificate so that when underwriters raise an auto invoice for a client, they just pick a specific sticker or certificate with number. If this is possible, how can we do it and what is the impact on our inventory figures? Will the system automatically update?

K
KayePe
January 9, 2025

To effectively record and track insurance stickers and certificates, consider creating individual items for each, @SShava. Let’s walk through the process for better understanding.

 

You can record each sticker and certificate by creating an individual item and entering the exact total value based on the number of the items you have. For instance, if certificate 001 consists of only one piece, enter 1 as the quantity on hand. The same procedure also applies to the stickers.

 

Here's how to record:

 

  1. In Sales, hit Products & services. 
  2. Click New and select Inventory. 
  3. Enter the name of the item and put the Initial quantity on hand. 
  4. Fill up some important details and if done, hit Save and close.

 

 

Recording these items as inventory positively impacts your ability to track the quantity on hand. The system will automatically update once you start using the item in an invoice. For example, if certificate 001 is used, the quantity on hand in the products and services will reflect 0.

 

See the photo attached for visual reference:

 

 

On the other hand, you can remove any product or service from QBO that you no longer use when managing an invoice.

 

Furthermore, learn how to group products and services into different categories in QBO to assist you with categorization when running sales and inventory reports.

 

Managing your inventory can be tricky, but our QuickBooks Live Expert Assisted team is here to help you identify the most important dashboards and reports for a clearer understanding.
 

We strive to provide you with the right guidance on your business journey, making sure that your QuickBooks recording aligns with your goals. If you need assistance, please let me know. In the Community, we can build a great foundation for your financial management.

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