Sage 50 Invoice Numbering – How to Set, Change, View Invoice Number

The invoice number refers to the unique number granted by the business owners to their vendors or customers that needs to be displayed on a customized invoice. In Sage 50 invoice numbering should be comprised of numbers that appear sequentially and may also contain a letter that denotes a department, company, or project. In Sage 50 these invoice number automatically starts while creating A/P or A/R invoice. After Sage 50 Create Invoice the main challenge is how to put a unique number to each invoice, you will learn all about invoice numbering in Sage 50.

Why is it necessary to enter Sage 50 Invoice Numbering?

Why is there a required invoice Sequence in Sage 50?

The invoice number plays a crucial role in product and service identification. Use the invoice numbers to discover the accounts that are up to date and also the accounts with dues amounts. The invoice number is used in matching the invoices with certain dates, projects, or clients. So, use the invoice numbers to maintain and store the invoices systematically in Sage 50.

Moreover, whenever users need to go for Sage 50 Automatic Invoicing they are also required to maintain the sequencing so they identify each customer payment by matching invoice number .

How to Set the Invoice Number in Sage 50?

The invoicing is used to manage financial data and discover files including receipts, invoices, and statements efficiently. The invoice number is automatically generated sequentially when creating the invoices in Sage 50. However, you may be required to set the upcoming invoice number in Sage. Simply go back and then generate an invoice with a particular number. When creating the invoice you need to write the number in sequence.

However, you can manually modify the invoice numbers to prevent duplicate invoice numbers. Also, you can schedule the alerts on the existing invoices because of the certain time lengths like 30, 90, or 60 days. If you are required to go through the Sage 50 Invoice Approval Process then invoice number plays a significant role in which invoice is approved or rejected.

Reuse and Change An Invoice Number in Sage 50

You can’t modify or reuse the invoice numbers for the audit objectives. After creating an invoice then the unique number is entered into that invoice. Therefore in case of voiding an invoice, you can reuse the same invoice number for a different invoice. But you can reuse the identical prefix & reference number on another invoice with the below steps:

1. Locate Settings button
2. Click the Business Settings tab
3. Hit the Document Preferences option
4. Below the Prefixes and Numbering tab you need to fill in the following things if needed:

Proper numbering of all invoices will help to Sage 50 Missing Invoices or easy search whenever you want Sage 50 Reverse Invoices.

Change a prefix:

1. For this go to the prefixes button, and fill in the text you need to display before the document’s number
2. The length of the prefix can be up to six characters. If you modify the prefix then use it for the upcoming file you create

Change the numbering:

1. At the Numbering tab, write the number you need your document to begin from in the below fields:
2. Next Credit note number
3. Next invoice number
4. Next Quote number

How to View Invoice Numbering in Sage 50?

You must see invoices & credit notes individually. Use invoicing & Sales order to view the invoices here are the steps:

1. Open the invoicing button
2. Click the Invoicing List tab
3. Choose the credit notes or invoices using the invoicing list
4. Hit View tab
5. If you have chosen multiple invoices then locate the next invoice button

Also user can check these types of causes behind whenever they get Sage 50 Can’t Print Invoices Error and issue.

Restore the Invoice Number in Sage 50

1. Initially search the invoices to verify the next invoice number it should be
2. Click on the Settings tab.
3. Choose the Invoice & Order defaults option.
4. Click on the Options button.
5. You will see the “Invoices start from” box.
6. Enter what the next invoice number should be.
7. Click OK

Steps to Change the Sage Invoice next number or Prefix

For Invoices and Credit Notes, once the number is allotted you cannot change or reuse it. Changes only apply to the next sales document you save.

Step 1: Access Document Preferences:

• Click on “More” and navigate to “Business Settings.”
• Choose “Document Preferences” from the options.

Step 2: Modify Next Document Number:

• Enter the desired number in the relevant boxes to set the starting number for your documents.
• Note: If the assigned number has been used before, a message will be displayed, preventing you from saving.

Step 3: Change Document Prefix:

• Enter the desired text to appear before the number on your documents.
• The prefix can be up to six characters in length.
• When you modify the prefix, it will be applied to the next related document you create.

Step 4: Save Changes:

• Select the “Save” option to save the updated document preferences.

Resetting or changing numbering for invoices and other forms in Sage 50

Steps to Set Up and Reset Invoice Sequence in Sage 50 Forms, invoices, and Cheques:

For most forms and Invoices

• Open the Home window: Navigate to the Home window in your software or application.
• Access the Setup menu: Look for the “Setup” option in the menu bar or navigation panel.
• Open the Settings menu: Within the Setup options, locate and select the “Settings” menu.
• Choose Company and Forms: In the Settings menu, find the “Company and Forms” option and click on it.
• Locate the desired form: Look for the form for which you want to set up a new form number sequence.
• Enter the new Next Form Number: Once you have located the desired form, find the appropriate box or field where the form number is displayed or can be edited. Type in the desired form’s new next form number in that box.
• Verify the number sequence: Locate the option or button labeled “Verify Number Sequence” and select it. This action ensures that the form numbers will be entered sequentially.
• Use the next available number: Find the option or checkbox labeled “Use Next Available Number” and select it. This setting ensures that the next available number in the sequence will be used for the form.
• Save and close: Look for the “OK” button or similar option to save the changes and close the settings window. Select it to finalize the form number sequence setup.

For Cheques and forms

• Click on Setup: Locate and click on the “Setup” option in your software or application. This option is typically found in the menu bar or navigation panel.
• Access Reports and Forms: Within the Setup menu, find and select the “Reports and Forms” option. This option may be listed under a specific category or sub-menu.
• Select Cheques: Look for the “Cheques” section or tab on the left-hand side of the Reports and Forms window. Click on it to access cheque-related settings.
• Choose the Bank Account: In the Cheques section, identify the specific bank account for which you want to verify cheque numbering. Click on the relevant bank account to select it.
• Locate Cheque Settings: Scroll down to the bottom of the right-hand side panel within the Cheques section. Look for the section or heading labeled “Cheque Settings.”
• Enter the next cheque number: Within the Cheque Settings section, locate the field or box labeled “Use Cheque No.” This field is where you can enter the next cheque number in the sequence.
• Enter the next cheque number: Enter the next cheque number in the “Use Cheque No” field according to the numbering sequence you want to maintain.
• Click OK: Once you have entered the next cheque number, find and click the “OK” button or similar option to save the changes.
• Verify cheque numbering: To ensure that the cheques are numbered correctly, check a few sample cheques from the bank account you have configured. Make sure that the cheque numbers align with the sequence you have set.

Assistance For Unable to Add Number in Sage 50 Invoice

Hopefully, the post is helpful! In case of any queries related to Sage 50 invoice numbering like starting invoice number using the customer number, project number, or sequence invoice numbering assigning manually. Use a live chat, phone number, or email address to get assistance without keeping you in a queue from the Sage 50 Support team.

Frequently Asked Questions