Invoice numbering

[paulomunky]

Hey guys,

Quick question about invoice numbering.

I know that each invoice must be numbered and that I can start at a number higher than 1. I also know that they have to be sequential.

What I'm wanting to know is:

> Can I have a seperate numbering system for supplier and customer invoices?

eg.

Supplier - 1,2,3,4,5...
Customer - 1,2,3,4,5...

Or will it have to be more like this

Supplier - 1,4...
Customer - 2,3,5...

so that there is only one sequential set

Thanks in advance!

 

[bovine]

supplier invoice - use their number
your invoices, sequential, regardless of customer.

 

[Jaykay]

You need to have 2 separate sets of numbers. The sales invoices have sequential numbers - some people decide to start at 1001 or 60087 or whatever as invoice number 1 sometimes looks a bit odd!!

As far as suppliers invoices are concerned, you should also number them sequentially with your own number so that you can keep a track of them. It does make life easier sometimes.

So, 2 number systems, completely separate.

 

[Pandybearse]

We have a number system for 'one off' customers (2010, 2011 etc etc), and a 3 letter 3 digit system for repeat customers (eg Jones & co = JON001, JON002 etc etc) so that other companies don't know how busy (or quiet) you are when they ring up 3 months later to place another order.
Perfectly legal as long as each set of invoices is sequential.
Works for us.

 

[paulomunky]

Thanks guys, appreciate all your replies and that's clarified it for me!

 

[Jenni384]

If you are VAT registered, the following applies:

A VAT invoice must show:

• an invoice number which is unique and follows on from the number of the previous invoice - if you spoil or cancel a serially numbered invoice, you must keep it to show to a VAT officer at your next VAT inspection

I have always taken this to mean you need one sequence for all sales invoices irrespective of customer. I suppose you could argue that SMITH001, SMITH002 etc is acceptable as the guidance does not state you only need one number sequence but I would think the first interpretation is inferred.

 

A sequential system doesn't mean that an invoice number must be only a number. So long as the sequential bit is clearly identifiable and works properly you can include any other info you find useful. Thus xxJONESvvvvv where xx is the number of the invoices sent to Jones and vvvvv is the sequential VAT number is quite acceptable. Just don't get too carried away and create a system that confuses your own business.