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matt244
December 16, 2023
Question

Why does it keep saying invoice number already used when it is a new number

  • December 16, 2023
  • 4 replies
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Original commenter did not share additional details

    4 replies

    AlverMarkT
    AlverMarkT
    December 16, 2023

    Good day, @matt244. I'm here to provide some insights why QuickBooks Online (QBO) prompts you that you've already used an invoice number when creating invoices.

     

    By default, you would only receive this prompt when two or more invoices have the same invoice number. This prompt only occurs once, and you can proceed sequentially entering invoice numbers for new invoices. It would help us if you could provide a screenshot or more details of the issue you've encountered.

     

    For now, I recommend searching for the invoice transaction using the invoice number at issue to check if an invoice transaction exists. If you've found transactions with the same invoice numbers, you may perform the necessary actions of editing or deleting them. Also, I suggest temporarily turning off Custom transaction numbers in your sales settings and running a sample invoice to help us further isolate the problem. If you encounter the same, I suggest performing browser troubleshooting steps.

     

    This article on matching bank deposits in QuickBooks by combining multiple transactions into a single record might come in handy for you in the future. I'm adding this as a reference: Record and make bank deposits in QuickBooks Online.

     

    You're always welcome in the QuickBooks Community should you have further updates on the issue of invoice numbers. Take care.

    BigRedConsulting
    BigRedConsulting
    December 17, 2023

    @matt244  RE: Why does it keep saying invoice number already used when it is a new number

     

    Because the new invoices are a buggy seaming pile of garbage.

      S
      SchlimpyChicken
      December 18, 2023

      Bingo!!!!

        J
        jason192
        January 6, 2024

        I am having the same problem. In my case, I tried to copy a new invoice over from Harvest, which failed. So I created the invoice manually in QBO. Now QBO says the next invoice number (which would have been copied from Harvest) is already taken. However, when I look at the list of invoices in QBO, no such invoice exists. So where is it? There are now a couple of hidden invoices in QBO?

        A
        AbegailS_
        January 6, 2024

        Thank you for bringing this issue to our attention. I understand the frustration of encountering discrepancies with invoice numbers. I'm here to assist you with the discrepancies  invoice numbers@jason192 .

         

        Have you already tried the troubleshooting steps recommended by my colleague? This issue may be related to your web browser. It is recommended to clear your browser's cache and cookies or try accessing QuickBooks Online from a different browser or device.

         

        By default, QuickBooks Online generates invoice sequence numbers starting from 1001. Additionally, QuickBooks Online automatically detects if there is already an existing invoice with the same number. I suggest checking the audit log in QuickBooks Online to see if the invoice was created but is not visible in the list of invoices. The audit log provides valuable insights into changes or actions that have occurred within your QuickBooks Online account. 

         

        Here's how:

        1. Go to the Gear icon.
        2. Choose Audit Log.
        3. From the Filter drop-down, choose the appropriate User, Date, and Events filter.
        4. Click Apply.

        I'll include this article again if you need more details about the Audit Log: Use the audit log in QuickBooks Online.

         

        To learn more about invoice numbers and how to assign them, please refer to this article: How to assign invoice numbers: Definition & examples.

         

        You can also save time by creating recurring invoice transactions to schedule an invoice.

         

        If you have any further questions about QuickBooks Online or invoice numbers, please feel free to comment below. I am always here to assist you.

        J
        jason192
        January 7, 2024

        Yes, I tried those steps. It did not help.

        It turns out the problem was that my bookkeeper had created "credit memos," and the numbers assigned to those credit memos were also treated as *invoice numbers* within QBO. However, searching for those numbers, including using various versions of advanced search, would not show them. They didn't show up under invoices or transactions. I had to know that I needed to look for a credit memo, before performing a search uncovered them.

        So this was a confusing waste of a couple hours of my time, since QBO decided a credit memo and an invoice are the same but credit memos are somewhat hidden.

          E
          Elissiah
          February 5, 2024

          How do I find the duplicate invoice number?  I can't find a report to let me do this to change one and my HELP doesn't work in my Quickbooks which they haven't bothered to help me with.

            S
            ShyMae
            February 5, 2024

            I'm here to help you locate duplicate invoice numbers to prevent discrepancies and errors in financial records, @Elissiah. 

             

            To locate the invoice that contains duplicate transaction numbers: 

             

            1. Hover to Sales, then select All sales. 
            2. Select the NO. column to sort your transactions
            3. Check for duplicates.

             

            You can run a customer report to view all your sales transactions clearly.

             

            1. Go to Reports, then enter Transaction List by Customer in the search field.
            2. From the Report period dropdown menu, select All Dates.
            3. Select Sort dropdown.
            4. From the Sort by dropdown menu, choose Num. Then select Ascending order or Descending order.

             

            You'll see a list of your invoices, sales receipts, and other sales transactions listed in numerical order.

             

            Moreover, you can set up automated reminders for your customers when your invoices are due. This feature can help you get paid faster and reduce the number of overdue payments. 

             

            Just tap the reply button and enter your response whenever you need further information regarding your duplicate invoice numbers. I'm always here to help you. 

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