Document numbering (SOP settings / Invoice and order settings)

Unless specified, these settings apply to the Invoicing and Sales Order Processing (SOP) modules.

Find this screen

Open: Sales Order Processing > SOP Utilities > System Set Up > SOP Settings | Document Numbering.

Open: Sales Order Processing > SOP Utilities > System Set Up > View SOP Settings | Document Numbering.

Open: Invoicing > Invoicing Utilities > System Set Up > Invoicing Settings | Document Numbering.

Open: Invoicing > Invoicing Utilities > System Set Up > View Invoicing Settings | Document Numbering.

Setting document numbers

Use the Document numbering settings to set the starting numbers for your sales documents: sales orders and returns, quotes and pro formas, despatch notes, invoices and credit notes.

• For sales orders and returns, you can choose if document numbering is set manually, or if numbers are set automatically. Manual document numbers can include both letters and numbers, but automatic document numbers can contain numbers only (characters 0-9).

• For quotations and pro formas, despatch notes, and invoices and credit notes, document numbering is set automatically. Document numbers can include numbers only (characters 0-9).

Order and return numbers

For sales orders and returns, you can choose whether to use automatically generated numbers or to enter your own number each time an order or return is saved.

• If you want to generate order and return numbers automatically, select Automatically generate order and return numbers. Enter the Next order number and Next return number in the relevant boxes.

  You can only use numbers (characters 0-9) and this number increases each time an order or return is saved.

  If you also want to display numbers when order or returns are saved, select Show the order number when order confirmed. This allows you to give the order number to your customer as soon as the order is confirmed. Otherwise you will not see the order number during the order entry process

  Resetting order numbers

  You can set the next order number back to 1. If you do, Sage 200 will backfill where earlier orders have been removed from the system. If you do this, you'll no longer be able to see which orders are the earliest by looking at the order number.

• If you want to enter order and return numbers manually or need to use letter and numbers on orders, clear this option. This is useful if you want to continue using your own reference number system. You enter the order number each time an order or return is saved.

  You can use numbers and letters for your references.

Invoice and credit note numbers

Invoice and credit note numbers are used by both Invoicing and SOP, so your numbers are assigned to each one in turn. For example, you create invoice from a sales order so this has invoice number 1. You then save an invoice using the Invoicing module, this has an invoice number of 2, and so on.

You can choose whether you want your invoices and credit notes to share the same numbering sequence, or to use a separate numbering sequence for invoices and credit notes.

• To use the same numbering sequence, select Use the same sequence of numbers for both invoices and credit notes.

  Enter the starting number in Next invoice/credit note number.

• To use separate numbering sequences, select Use separate sequences of numbers for invoices and credit notes.

  Enter the starting numbers in Next invoice number and Next credit note number.