-Invoice, Credit Note & Quote Numbering

Introduction

There are advanced options to number your invoices, credit notes and quotes, which is provided by ChargeMonk.

Note

Due to the brevity in this document, the "invoice" word will stand for "invoice, credit note and quote" except specified otherwise.

The below given figure mentions that parts of an invoice number that are present in ChargeMonk.

Checkout what they mean:

  1. Prefix: When a prefix is activated it will be there on all the invoice numbers and hence enable in identifying all the invoices created in the ChargeMonk site.
  2. Dynamic Prefix: This is a secondary alternative prefix for indicating the date, month and year of the invoice. It is supported by various formats.
  3. Numeric Part: In ChargeMonk, whenever a new invoice is created this number will increase. This is an important element of an invoice number.
  4. Separators: It is a hyphen (-) that can be used as a separator between parts of the invoice number.

Some Available Invoice Formats

Below listed are some essential invoice formats. In the next section of this document given are the steps for configuring each of these formats:

1. Simple Series

For each of the invoices created simple invoice numbers are increased by 1 for each invoice created. Here no prefixes or separators are required.

100001 > 100002 > 100003 …

Starting from any particular number, you can set your invoice numbers, say 50001.

Once you set this, in case you have invoice numbers already created till say, 10003, then your series will look like this:

… 10001 > 10002 > 10003 > 50001 > 50002 > 50003 …

Click here for steps on setting this format.

2. Fixed-Number-of-Digits Format

For invoice numbers, fix the number of digits by filling-in leading zeroes.

We have fixed the number to 6 digits here:

000001 > 000002 > … > 000136 > 000137 > … > 762355 > 762356 … 1007300 > 1007301

Note: As seen in the last two numbers in the series above, the invoice number can eventually exceed the number of digits set.

Click here for steps on setting this format.

3. Adding a Prefix

You can add a prefix can to the invoice numbers:

CB-10001 > CB-10002 > CB-10003

Click here for steps on setting this.

4. Adding a Dynamic Prefix

To indicate the date of the invoice a dynamic prefix can be added:

2017-12-24-10001 > 2017-12-25-10002 > 2018-01-07-10003

Or just the month and year:

2017-12-10001 > 2017-12-10002 > 2018-01-10003

Or just the year:

2017-10001 > 2017-10002 > 2018-10003

Here are the steps for setting this format.

5. Resetting the Number Periodically

Reset first invoice number's numeric part everyday to say, 10000.

2017-11-23-10003 > 2017-11-23-10004 > 2017-11-24-10000 > 2017-11-25-10000

Reset every month:

2017-06-21-10003 > 2017-06-22-10004 > 2017-07-13-10000 > 2017-07-14-10001

Reset every year, say, in April:

2016-02-13-10002 > 2016-02-15-10003 > … > 2016-03-30-10236 > 2016-04-02-10000 > 2016-04-01-10002 …

If resetting yearly then another dynamic prefix is available: Fiscal Year (FY).

The previous series with this prefix will look as follows:

201516-10002 > 201516-10003 > … > 201516-10236 > 201617-10000 > 201617-10002

The fiscal year prefix is available only when invoice number will be reset and that too every year

The invoice number can be reset to a particular value at the place of 1, say 20001:

2017-06-10003 > 2017-06-10004 > 2017-07-20001 > 2017-07-20002

Note

ChargeMonk avoids the duplicity of invoice number automatically:

  • By making it compulsory to add dynamic prefix while resetting the invoice numbers.
  • By permitting attuned dynamic prefixes only for yearly, monthly or daily resetting.

Click here to check the steps on activating invoice number reset.

6. Random Number Generation

You should be careful about the number of invoices being generated by your company to create random invoice numbers.

Even though random invoice numbering is not supported rigorously, ChargeMonk can help you to increase your invoice numbers by a value greater than 1.

Therefore, in case the regular invoice numbers is like this:

… CB-20001 > CB-20002 > CB-20003 > CB-20004 …

Choose to increase by 13 each time to break the flow a bit like this:

… CB-20001 > CB-20014 > CB-20027 > CB-20040 …

Note: This feature is not available in credit note numbers.

For configuration steps just Click here.

Configuring the Settings

For the configuration of any of the formats given above, go to Settings > Configure ChargeMonk> Invoices, credit notes and quotes > Invoices tab or Credit Notes tab or Quotes tab > Invoice Numbering or Credit Note Numbering or Quote Numbering. It will appear like this:

Consider below given points before understanding how to configure the settings on this page:

  1. ChargeMonk will help you to avoid applying any of those settings that may involve in duplicate numbers.
  2. To save the settings in the draft you have to click on Save only. The settings will apply only when you hit the Apply changes button on the previous page (Credit Notes, Quotes and Customize Invoices).
  3. Once changes below described changes are made, the next invoice number's preview will be shown on the top.
Case 1: Simple Series and Fixed-Digit Formatting
  1. Leave Invoice number prefix and Dynamic prefix blank.
  2. Configure Next invoice number:

    • This section already has the subsequent number filled that will be created for the future invoice. (in case no invoices are yet generated, the value will be 1).
    • Keep the value that is already filled in the next invoice number section or add the number you want to have on the subsequent invoice.
    • Add leading zeros in case you want to fix the number of digits.
Case 2: Adding Static or Dynamic Prefixes
  1. Fix the Invoice number prefix and Dynamic prefix as needed.
  2. Next invoice number:

    • This section already have the subsequent number filled that will be created for the future invoice. (in case no invoices is yet generated, the value will be 1).
    • Keep the value that is already filled in the next invoice number section or add the number you want to have on the subsequent invoice.
    • Add leading zeros in case you want to fix the number of digits.
Case 3: To reset the number occasionally
  1. Activate Reset invoice numbers occasionally and indicate How often.

    • While resetting on a daily basis or monthly basis, the number will get rearranged on the first invoice of every day or month respectively.
    • If resetting on a yearly basis, select the month when resetting is done in Reset invoice numbering from. This number will get reset on that month's first day.
  2. From the available options select a Dynamic prefix. But you can choose Fiscal Year (FY) as an option in case resetting on a yearly basis.
  3. First invoice number after reset

    • Select the default value of 1.
    • Or stipulate a value that will be taken as first invoice number on each reset.
    • In case, to get a fixed number of digits you want to format the invoice number then add leading zeros in this section till you get the right number of digits.
      For Example. In case you want to reset the invoice numbers to 4 and the number of digits to 6, then enter 000004 in the section.

Note: A preview showing the invoice number on the next reset, will be available.

Case 4: Random Number Generation

In ChargeMonk, this is not possible to create the rigorously random invoice numbers. But, you have to set Increment invoice numbers by to an appropriate value to prevent creating invoice numbers successively.

Note: This feature is not available for credit note numbers.