Custom Invoice Numbering
Invoices are numbered according to a pattern formed by adding dynamic prefixes and suffixes. Invoice Numbers usually contain the country code and other numeric or alphabetical identifiers that make an Invoice easy to track for different states or regions. Invoice numbering also helps in conforming to a legal or auditing requirement. With a couple of configurations, you can apply a sequential pattern of Invoice Numbering on all approved invoices.
Overview
When an Invoice is approved, value in the field Billing Country (which is derived from the Bill To address on Account) is matched with the value of country fields stored in a mapping table (Custom Numbering Field Mapping). Each country value has a corresponding code. The equivalent code is looked up in the Custom Numbering Entry table and the same format is applied for numbering the Invoice.
Use Case
Requirement:
Generate Invoices of the Format STG-xxxx-MT for Account 'OneTier' when the Billing Country in Billing Address is USA. Here, xxxx stands for a sequential numeric value which should start from 10.
Procedure:
- Go to and make an entry for the country code. Set the Field Value as USA and Field Code as US.
-
Go to Custom Numbering Entry Detail. Make following entries to form the numbering pattern:
Field1 = US
Object Type = Invoice
Number Length = 4
Prefix = STG
Format Separator = -
Suffix = MT
Starting Number= 10
- Go to Custom Numbering Configuration Setting Detail and select Custom Numbering Enabled and Field One.
- Go to Invoice Runs, if you want to auto approve invoice, select auto approval. Alternatively you can go to Invoice detail and approve it manually. As soon as the Invoice status changes to 'Approved', you will see the Invoice Number.
Configurations
-
Add optional Country Codes and Names under Custom Numbering Field
Mapping.Go to and click Manage Records for Custom
Numbering Field Mapping.
Enter the Field Value and Field Code and Save the mapping. Please ensure the Field Value specified here matches the Bill To Country Name on Account.
-
Configure Custom Numbering Entry.This is where you can
provide various numbering formats for Object Types such as Invoice, Credit Memos
and Payments.Go to , search for Custom Numbering Entry and
click Manage. Click New to add a
numbering entry.
Field
Description
Name
Enter a name for this entry for easy identification.
Format Separator
Enter a symbol ( hash, colon, or any other) to separate the Prefix, Number and Suffix. The separator helps to demarcate the dynamic and static fields of the format.
Number Length
Enter the maximum length of an Invoice Number. This value accounts only for the number of digits in the Invoice Number sequence and not the prefix or suffix. The maximum length for invoice number is 99.
Object Type
Enter the Object name which this entry pertains to. The valid values are - Invoice, Refund, and Payment.
Note: To create Credit Memos with custom numbering, refer to Legal Entity-Based Custom Numbering.Prefix
Enter a Prefix that will be applied at the beginning of the number.
Starting Number
Enter a digit from where you want to start the numbering. If you enter 5 and the Number Length is 3, the numbering shall begin from 005.
Suffix
Enter a Prefix that will be applied at the end of the number.
Field 1
Enter a Country Code which should match the Field Code you have defined in the Custom Numbering Field Mapping. You can provide value for other fields
-
Configure Custom Numbering Configuration Setting.This
setting is used to enable or disable the custom numbering feature and fields
that are verified for applying the numbering.
Field
Description
Name
Enter a name for this configuration.
Custom Numbering Enabled
Select the checkbox to enable Custom Numbering.
Default Entry Id
Out of various numbering formats (Custom Numbering Entries), you can specify one format that will be applicable by default for numbering invoices.Open a Custom Numbering Entry that you want to apply by default, copy its Id from the URL and paste it here.Note:If you do not specify a Default Entry Id for numbering and Country on the Invoice does not match with any of the entries, Invoice will not be approved. You will see the following error on Invoice:
Error Status: Custom Numbering Invoice Error
Error Message: Cannot create a Custom Invoice Number because no Custom Entry was matched and there is no default.
Field One Enabled
Select the checkbox to enable Field One on the Custom Numbering Entry. When enabled, the value of Field One on the Entry will be matched with the value of Field Code on Custom Numbering Field Mapping.
Object Type
Enter the Object name which this setting pertains to. The valid values are - Invoice, Credit Memo, Refund and Payment.
