Invoice Numbers for Billing Invoices and Credit Memos
Invoice numbers are automatically assigned for invoices and credit memos that you generate in Interactive Billing and Batch Billing.
Project or Companywide Invoice Numbering System
You can set up Vantagepoint to use a separate invoice numbering system for each project, or use one invoice numbering system company-wide across all your projects. Select either Project or Companywide as your invoice numbering system in the Invoice Numbering field in . The same numbering system is used for both invoices and credit memos.
You specify the next automatic number to use for invoices and credit memos in the following locations:
- For project-based invoice numbering: In the Next Invoice Number field in the Summary pane in Billing Terms for a project.
- For company-wide invoice numbering: In the Next Invoice Number field in . This number also displays in the Next Company Invoice Number field on the Billing Session Options dialog box in Interactive Billing and Batch Billing.
These numbers are automatically incremented when invoice numbers are used when you final accept invoices and credit memos.
When Invoice Numbers Are Assigned
In Interactive Billing and Batch Billing, invoice numbers are automatically assigned when you accept the final invoices and credit memos.
Allowing Users to Change the Next Automatic Invoice Number
If you want to allow users to change the next invoice number that will be used for final invoices in Interactive Billing and Batch Billing before they accept final invoices and credit memos, complete the following setup:
- On the Options form in , set Allow Changes to Next Invoice Number to Yes.
- In the Billing Security section on the Accounting tab in , select the Allow Final Processing check box for a security role.
With these settings, users can change the next invoice number to be assigned automatically for an invoice or credit memo in the following locations:
| If you use this invoice numbering system | Change the next number here |
|---|---|
| Companywide | In the
Specific Number field on the Assign Invoice Number dialog box in Interactive Billing.
This dialog box opens when you click on the Interactive Billing form. |
| Project | In the Next Invoice Number field in the Summary pane in Billing Terms for a project in the Projects hub. |
You cannot change the number in the Next Company Invoice Number field on the Billing Session Options dialog box in Interactive Billing and Batch Billing if you use company-wide invoice numbering.
If you change the next invoice number to a number that has already been used for another invoice on the same project, Vantagepoint displays a prompt to tell you that the number is already in use. You can use the existing number but if you do so, the prior invoice that has that number will no longer be available for reprinting.
When an invoice or credit memo is accepted, Vantagepoint assigns the invoice number based on the most recent entry made for the next invoice number.
Outstanding Accounts Receivable Amounts, but No Invoices with No Current Transactions to Bill
When you accept invoices, if a project has no current billings but it has outstanding accounts receivables, an invoice is created for it and the number assigned is <State> to indicate that it is a statement.
Invoice Numbers on Draft Invoices
If the Print Invoice Number on Draft Invoices option is set to Yes in , when you generate draft invoices, the automatically assigned invoice number for an invoice or credit memo prints on the first page of an invoice, in the header section on subsequent pages of an invoice, and on the Billing Backup report