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Advice Regarding Sage Invoices?

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  • # 74074

Hi All,

  I am not sure if I am posting to the correct part of the forum but I am looking for a little advice regarding Sage autonumber when creating invoices/credits etc. At the company I work for they allow the Sage system to automatically create the invoice number making it easier to refer back to. However just recently I have noticed that one number is missing from the sequence? Myself and my colleague have gone through all of our relevant paperwork to see if we can find record of the invoice number and what it should contain, but to no avail! We have also tried to search for it on Sage to see if maybe it has been deleted? But again cannot find anything. We would like to use this particular invoice number but need to find out where the original has gone? If it was ever used.
             Is there some way that we can check on Sage to make sure that the number does not exist or has never existed? Also is it possible for the system to jump a number like that?

Kind Regards
J Marie

  • 107 posts
  • # 74085

Hi J Marie, Have you searched for the missing invoice number in the financials section? Even if the missing number has been deleted it will be removed from the invoice list window but will still show in the financials section and also within the customer account. So if the number has been used it will be in Sage financials. Select Company tab then Financials, using the find funtion enter the missing number and select 'Reference' from the drop down box next to 'Search in'. The autonumber does not allow you to overtype and so the number should have been used, unless the settings of the 'next' number has been manually amended within the master settings. Also, have you ran 'Check Data' routine to ensure your data is not corrupt. Hope this helps. Christopher.

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  • # 74105

Hi Christopher,

   I have tried looking in the financials window but it is not listed. I don't believe that the master settings have been manually amended as there is only myself and one other person who have access to the sage accounts, I will however check these just to make sure. The check data routine is ran by myself at the end of every week when I back-up and I have not had any error reports.
   If we decide to create a new invoice and use the missing number will sage warn that the number has already been used? As if we cannot find the number then we would like to do this.

Thanks for your help!

Regards
J Marie

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  • # 74560

,

  • 107 posts
  • # 74616

Hi Marie,

How did you get on with the phantom invoice number?

Christopher.  

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  • # 74618

Christopher said:

“Hi Marie,

How did you get on with the phantom invoice number?

Christopher.  ”

Hi Christopher,

  Never had any luck finding it. Very strange, I back sage up every friday doing a check data each time and even that has not thrown up any errors. The master settings for the autonumber have not been altered so it is not possible to change the invoice number manually. So im not really sure what else to try.

J Marie

  • 107 posts
  • # 74621

Hi Marie,


There is a solution but I wanted to explore the other area's first.


You can import the invoice and details into Sage using the excel template, as the standard Sage import fetaure does not check for duplicate invoices numbers. So in theory you can use numbers twice. It will utilise the invoice number but will not show in the invoice list, although it will show in the customer account as normal and also appear in the financials table.


I import thousands of lines of data into sage for various clients whether SI, SC , PI, PC etc and even customer and supplier accounts. In some cases this is the only way we get data into Sage, we do not enter data manually.


If you have never used the import feature I can set a template up for you ready to import from excel and you would need to add the relevant details and then import.


Sounds complicated but its straightforward.


Let me know either way.


Christopher.     

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  • # 74640

Christopher said:

“Hi Marie,


There is a solution but I wanted to explore the other area's first.


You can import the invoice and details into Sage using the excel template, as the standard Sage import fetaure does not check for duplicate invoices numbers. So in theory you can use numbers twice. It will utilise the invoice number but will not show in the invoice list, although it will show in the customer account as normal and also appear in the financials table.


I import thousands of lines of data into sage for various clients whether SI, SC , PI, PC etc and even customer and supplier accounts. In some cases this is the only way we get data into Sage, we do not enter data manually.


If you have never used the import feature I can set a template up for you ready to import from excel and you would need to add the relevant details and then import.


Sounds complicated but its straightforward.


Let me know either way.


Christopher.     ”


Hi Christopher,

I understand your explanation in exporting the data into sage from excel. The only thing is that we have no hard copy proof that the invoice number ever existed. We print all invoices and keep a hard copy for ourselves, these are all also linked back to the original advice notes from our customers deliveries. We ensure that we have full traceability. So if we were to export I have no data to input or customer to allocate it too. It is just like the system has completely missed a number in the auto number sequence.

Regards
Marie

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  • # 74668

J Mariesaid:

Christophersaid:
“Hi Marie,


There is a solution but I wanted to explore the other area's first.


You can import the invoice and details into Sage using the excel template, as the standard Sage import fetaure does not check for duplicate invoices numbers. So in theory you can use numbers twice. It will utilise the invoice number but will not show in the invoice list, although it will show in the customer account as normal and also appear in the financials table.


I import thousands of lines of data into sage for various clients whether SI, SC , PI, PC etc and even customer and supplier accounts. In some cases this is the only way we get data into Sage, we do not enter data manually.


If you have never used the import feature I can set a template up for you ready to import from excel and you would need to add the relevant details and then import.


Sounds complicated but its straightforward.


Let me know either way.


Christopher.     ”


Hi Christopher,

I understand your explanation in exporting the data into sage from excel. The only thing is that we have no hard copy proof that the invoice number ever existed. We print all invoices and keep a hard copy for ourselves, these are all also linked back to the original advice notes from our customers deliveries. We ensure that we have full traceability. So if we were to export I have no data to input or customer to allocate it too. It is just like the system has completely missed a number in the auto number sequence.

Regards
Marie

Hi
I think I have followed the plot so far!
Firstly, it is possible to override the auto numbering. Where it appears in the invoice as Auto you can type a number in that  field. 
Secondly, I have an idea as to how the number may have been removed/lost/disappeared.  The missing invoice was created in the normal way, however, it was not updated or printed.  The next sequential numbered invoice was then created and this was probably printed and updated to the ledgers. The missing invoice has then (for whatever reason) been deleted from the invoice window.  If this is the case then you can reuse this number (if you want to) by overriding the auto numbering as mentioned above.  If at a later date you find that a customer pays the "missing original invoice" then you can enter it to the customer account via the batch invoice facility within the customer window.

Kind regards

Lynne

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