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JeffHarsh's avatar
JeffHarsh
Contributing User
2 years ago

Invoice & PO numbers & Date are not sequencing

When an older order is recorded as an Invoice or Bill, the Numbers go back to the 1st available one after the one recorded - Also it keeps the date from the last one recorded instead of the current date for new orders

We are constantly raising a dummy order or trying to go back & check what the Invoice or PO no. should be

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  • SamaraM's avatar
    SamaraM
    Former Staff
    2 years ago

    Hi JeffHarsh 

     

    Thank you for your post. This can happen when the preference 'Retain Original PO Number when Changing a Purchase between Quotes, Orders or Bills' is turned on. The way it works is it uses the last number used +1. So if you created an order, then recorded multiple bills after the order, then go back and convert the order to a bill the auto numbering is just using that number and adding +1 not realising it has been used.

     

    For example:

    1. You raise an order number: #00000001
    2. You create a bill: #00000002
    3. You create another bill: [most recent bill] #00000002 + 1 = it uses the auto number #00000003
    4. You convert the order to a bill, using the same number as the order: #00000001
    5. You create another bill. The software is still using the above algorithm, so it takes the last bill and +1: 00000001 + 1 = 00000002

     

    As this is an issue for users, we have added the preference 'Warn for Duplicate Numbers on Recorded Purchases'. So you can turn the preference on, then if the warning comes up, manually change the reference number to a higher number. After changing it a few times the algorithm will pick up the new pattern and use a higher number in the future.

     

    If my response has answered your enquiry please click "Accept as Solution" to assist other users find this information.