Printed from https://zeropos.shop/help/invoice-numbering
Invoice numbering
Choose how invoice numbers look: a prefix, which can carry the date, then a running number. New sales use the new format; old invoices keep theirs.
Owners can change what each role may do.
A number is the prefix, the separator and a counter padded with zeros, such as INV202609-000001. The standard format starts the counter again each month, because the month is in the prefix. A workspace created in Spanish starts with FAC instead of INV.
Before you start
- Changing it needs the permission to edit invoicing settings: owners and administrators by default. Managers can read it.
- If your country has rules for invoice numbers, check with your accountant first.
Steps
- Step 1
- Step 2
Under Format, write the Prefix template. {YYYY}, {YY}, {MM} and {DD} become the year, month or day of the sale, on your shop's clock (Company info: name, time zone and tax).
- Step 3
Set the Separator, up to 3 characters, and the Padding width: how many digits the counter has, from 1 to 12.
- Step 4
Check the Live preview, then tap Save.
What happens next
- The next sale gets a number in the new format; invoices already made keep their numbers.
- When the prefix changes, the counter carries on from the highest number that already uses that prefix, or starts at 1.
When the counter starts again
The counter starts again at 1 whenever the prefix itself changes. With {MM} in it, that happens every month; with {YYYY} alone, every January; with no date at all, never.
The date changes at midnight on the shop's clock, the time zone in MANAGE › Settings › Company info: a sale at 00:30 on the 1st is numbered in the new month, as its receipt is dated.
So the prefix is the whole rule: to start again every year, keep {YYYY} and take out {MM}.
The preview
The Live preview shows the shape of the numbers with today's date on the shop's clock, as a sale made now gets it, counting from 1. The real next number carries on from the last one.
One format, and {LOC}
Every sale, at every till, is numbered in this one format. Refunds have numbers of their own.
{LOC} prints a shop's Short code, set in the shop's form under MANAGE › Locations, and only when Include location code. is ticked. A shop with no code prints nothing there.
Questions
Can I change the format in the middle of the year?
Can I change the number of an invoice already made?
Can I have a separate series for proformas?
Good to know
- Keep the year in the prefix, such as INV{YYYY}: numbers stay short and never clash from one year to the next.