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Invoice numbers

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Scott Donnelly
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Setup the default invoice numbering format for your organization. Add custom invoice numbering formats to match your companies requirements.

Setup required before use Who can use it? Where is it?
n/a

Assistant system administrator

System administrator

 Settings > Organization > Invoice numbers

What are invoice numbers?

Setup what numbering system will be used for invoices in Synergy. Each invoice in Synergy has a unique number, and this module controls the numbering format used for invoices. Synergy invoice numbers are made up of 2 sections: a prefix and a sequential number counter. A prefix can contain numbers and letters. The numeric counter can have the length defined as 2 to 9 digits, and cannot have any suffixes added to the end of the automatic numbering sequence. Define the number format to include or exclude the 0's padding in the invoice number, and define the length of the numeric counter (i.e. 8 digits).

Why use invoice numbers?

Select the default invoice number format for the organization.

Options available

Invoice numbers examples

Control what prefix is applied to all Synergy invoices, and how many digits are in the invoice number format after the prefix, and which number that sequence will start from. The prefix entered here must be different to the credit note prefix.

Format example Prefix Number format Start from Default
I00000001 I 
(Capital letter I for invoice)

00000000

8 digits sequential numeric counter

 1 Y
INV000001 INV

000000

6 digits sequential numeric counter

 1  
SYD000001 SYD
(Short for the Sydney office location)

000000

6 digits sequential numeric counter

 

 1  

Tip: Most accounting systems support an invoice number format of up to 20 characters. e.g. 10 characters in the prefix, and 10 digits in the counter.

Add a custom invoice number sequence
  1. Go to: Settings > Organization > Invoice numbers.
  2. Click on the 'add' button.
  3. Type the letter or numbers required as the prefix. e.g. INV for Invoice, or UK for United Kingdom.
  4. In the number format field type either:
    1. # - automatically number the invoice without the 0's padding shown. e.g. AUS1 instead of AUS0001.
    2. 0's - Type the number of digits required in the invoice number counter. e.g. 0000 will create a four digit invoice number counter.
  5. Type the 'start from' value. This field defaults to start from 1, if you already have existing invoices set this to start from the next available number in the sequence. e.g. 74 would create AUS0074 on the above example.
  6. Check the 'default' box if this will be your primary invoice prefix applied automatically to new invoices created. For any extra custom invoice number sequences, leave this item unchecked and the sequence can be selected when creating an invoice.
  7. Save.

Custom invoice numbers examples

Format example Prefix Number format
NY00000001 City / State Code
e.g. NY for New York or LON for London.		 8 digits sequential
UK-000001

Country location code.

e.g. UK for United Kingdom.

 6 digits sequential
INV000001

General prefix text. e.g. INV for invoice.

 6 digits sequential
0720180001

Month and year, followed by a unique number.

e.g. Enter the prefix of -MMyyyy- to get the month code like 07 for July with the current year as the prefix.

 4 digits sequential

Tips:

  • Do not add special characters to your invoice prefix such as /\:*?<>| as special characters can cause issues with saving data in other third party software packages. e.g. Microsoft or Mac file names don't allow these characters, and most accounting systems don't allow special characters in their job/inventory item numbers.
  • Want your prefix to include more parts of the date? Try out other standard date components like ddMMyyyy to get today's date as the prefix. Just add a hyphen in front and after the date bookmarks added to the prefix field for this to work. E.g. -MMyyyy- or -ddMMyyyy- or -MMddyyyy- as the prefix to generate the date in front of the next number available in the sequence.
Edit the invoice number sequence
  1. Go to: Settings > Organization > Invoice numbers.
  2. Click the row action button and select 'edit'.
  3. Update any of the following fields:
    1. Prefix
    2. Number format
    3. Start from
    4. Default
  4. Save.
Delete an invoice number sequence

Use the delete option to remove the default invoice numbers that you don't want your staff to use. Delete is allowed for any invoice number item that has not already been used on a Synergy invoice. Delete an invoice number sequence by:

  1. Go to: Settings > Organization > Invoice numbers.
  2. Locate the item that you want to remove.
  3. Click the row action button and select 'delete'.
  4. The list is refreshed and the invoice number item chosen has been removed.

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