You can create custom invoice numbers based on Legal Entity. Custom Numbering functionality is available for Invoice, Split Invoice, Credit Memos, and Wallet Credit records.
Custom Numbering is applied to an invoice when an invoice is generated for an account related to the Legal Entity. All the credit memos and split invoices generated from that invoice also have custom numbers.
To apply custom numbers based on the legal entity,
- From the legal entity, click New Legal Entity Custom Numbering Entry from the Legal Entity Custom Numbering Entries related list.
Enter values for the following fields.
Field Description Legal Entity Select the Legal Entity from the lookup field Numbering Type Select the object to apply the custom numbering settings Field Separator Enter the special character to use as a separator between fields. Custom Number Creation Option Select one of the following options: Approved - Custom Numbering is only applied if the status of the invoice or the credit memo is Approved Draft - Custom Numbering is also applied on draft invoices and credit memos Initial Sequence Number The initial number for the custom numbering sequence Number of Leading Zeros Enter the number of zeros to precede in the custom number Static Prefix Enter the text to use as a prefix Field Based Prefix Use this field to prepend values from the legal entity fields for the custom numbering. To enter multiple fields, use comma separated values. Static Suffix Enter the text to use as a suffix Field Based Suffix Use this field to append values from the legal entity fields for the custom numbering. To enter multiple fields, use comma separated values.
- Click Save.
After each use of the record, the next sequence number is auto-incremented.
Use Case: Creating Custom Numbers for all approved invoices generated for the UK Legal Entity.
Description: This use case describes how to configure custom invoice numbering based on legal entity.
Suppose for the UK legal entity, you want to generate invoice numbers in the following format: INV-CompanyCode-00001-APP
Pre-requisite: Make sure you have a legal entity named UK associated with your quote/proposal.
- Go to UK Legal Entity. Click New Legal Entity Custom Numbering Entry.
- Make following entries to form the numbering pattern:
Numbering Type: Invoice
Field Separator: -
Custom Number Creation Option: Approved
Initial Sequence Number: 1
Number of Leading Zeros: 5
Static Prefix: INV
Field Based Prefix: Apttus_Config2__CompanyCode__c
Static Suffix: APP
- Invoice the billing Schedules.
The invoice is created with the Invoice Number as INV-CODE01-00001-APP. After the invoice is generated, the Next Sequence Number is auto-incremented to 2.
The next generated invoice will have the Invoice Number as INV-CODE01-00002-APP.