Every invoice has a number. For example, the first invoice that you send out might be numbered 0001. InTime allows you to specify the range of numbers that is used to number your invoices.
When you first set up InTime, you will be prompted to set the format of your invoice number range.
You can specify:
- a prefix
- a suffix
- the range of numbers that can be used
- the incremental step level of the numbering for all the different types of invoice, advice note and credit note that you will be sending out
How do I set up the invoice number range?
- From the menu bar, select Administration > Ref Code Generators.
InTime already has a list of pre-configured invoice types, (Advice Note, Client Invoice, Self Bill Invoice, and so on). Each of these already has a number range, beginning at 0000000001:
- Click one of the invoice types to edit it:
In the Start Index field, set the first number in the sequence.
Typically, your first invoice will be number 1. But if you need InTime to begin invoice numbers at a different number, enter it here.In the Index Step field, enter the number by which invoices will increment.
For example, if this field is set to 1, and the first invoice is numbered 0001, then the next invoice will be numbered 0002, the one after that will be numbered 0003, and so on.In the RefCode Prefix field, you can enter a prefix for the invoice reference. This can be useful for identifying the invoice in a report, or in a list of invoices.
For example, if all your invoices were identified by only a series of numbers, it would be difficult to identify which ones related to advice notes, which ones related to client invoices, and so on. The RefCode Prefix field will allow them to be prefixed with text such as ‘AN.’ When advice notes are generated, they would then be given the reference codes AN0001, AN0002, and so on.In the RefCode Suffix field, you can enter a suffix for the invoice.
In the Padding Length field, specify how many zeros are used in the code. If you enter ‘I’, invoices will be generated in the format 0000n.
Click Save.