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A
Andrulis
January 18, 2024
Question

Disable duplicate invoice numbers

  • January 18, 2024
  • 1 reply
  • 0 views

Our company relies on manually entering invoice numbers in an incremental pattern, however we have found it difficult to regulate this, as QB Online allows for duplicate invoice numbers to be used. How can this be turned off? We personally have no clue as to why this would ever even be enabled in the first place.

 

Thanks,

Matt

1 reply

S
SashaMC
January 18, 2024

Hi Andrulis!

 

Thanks for connecting with the QuickBooks Community! I will be delighted to assist! Here's how to turn on and off custom transaction numbers that may be affecting your invoice numbers:

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  1. Go to Settings ⚙, then select Account and settings.
  2. Select Sales.
  3. In Sales form content, select Edit ✎.
  4. Turn Custom transaction numbers on or off.
  5. Select Save, then select Done.

 

Give it a go, and let me know if you are still experiencing the issue. For more information about this, feel free to review the article below.
 

 I will be around to help! Take care. 
 

A
AndrulisAuthor
January 18, 2024

Apologies if the question is worded confusingly. We do have the custom transaction number setting enabled, which is how we use our own invoice numbers. The issue is that Quickbooks allows for us to use an already used/duplicated invoice number.

 

Example: Employee John is creating an invoice and enters 123 as the invoice number. However an invoice with the number 123 already exists. John would have no indication that he used an already used invoice number. How can this be prevented? We cannot find a setting in Quickbooks Online to warn if a duplicate invoice # is used. We have found a setting for enabling a warning message if a duplicate check, bill, or journal number is used but no luck for invoices.

MariaSoledadG
MariaSoledadG
January 18, 2024

Let's make sure you'll be prompted if invoices are created in duplicates, Adrulis.

 

After you've turned on the custom transactions numbers of your sales forms, and when you create a duplicate invoice, you'll get a prompt telling you to confirm if you still need to use the invoice number. This is a built-in functionality in QuickBooks Online (QBO). I've added a screenshot below for your reference:

 

Furthermore, learn how you can set up your account so customers can pay online invoice. For more information, consider checking this out for your guide: Take And Process Payments In QuickBooks Online With QuickBooks Payments. 

 

Please let me know if you're referring to something else or if there's anything else that you want to clarify. The Community is always right here to help you anytime. 

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