Sage - Invoice number help please!

[wilkes_ml]

I've just started a new business with my partner, and started using Sage Instants straight away for our book-keeping. I have been quite happily entering supplier invoices into software, using the suppliers invoice number as the invoice reference number.

Now I have just purchased "Sage 50 Accounts for Dummies" book which suggests that the Invoice reference number should be "your sequential number" ... Your invoice reference number is the number order in which you file your invoices.

So does that mean I should be assigning each supplier invoice a new, unique, sequential number ( as I do with receipts) - if this is the case, I guess I need to go back and correct all the invoices I have already processed (fortunately only about a dozen!) Do I then put the supplier invoice number in the Ex Ref field??

Any advice appreciated!

Thanks

Michelle

 

[Alison Jones]

Hi

I have clients where they enter the suppliers invoice number on sage and write the sage generated transaction number on the invoice as a reference number for filing the invoice.

I have other clients who use their reference number in the first and the supplier invoice number in the ex ref box.

Would say that in this case there is not really a right or a wrong they both can work.

I prefer writing the generated sage transaction number on myself, then that way you don't have to keep a record of the next number in the manual way.

Alison

 

[wilkes_ml]

Thanks Alison, that sounds like a good way to do it, and means I don't need to correct all the ones I have already done. I just need to find the SAGE auto-generated numbers now!

 

[sheelagh]

The Sage generated numbers (transaction numbers) are shown in a number of windows i the windows system. If you want to find several numbers so you can write them on your documents, go to FINANCIALS. Here you will find a list of all the transactions you have entered.
Supplier invoices have transaction type PI.
The Sage generated number (txn no) is normally displayed on the left of the window.

 

[wilkes_ml]

I found the numbers and also found that you can group all the PI transactions together to make it easier!

 

[weebly_one]

Beware with using the Sage Generated Transaction number if you clear your audit trail regularly, as it changes and is not fixed. If you rebuild the audit trail then all fully matched and reconciled transations are removed from the period you are clearing, then opening balances are created and any transactions left are then re numbered from 1 again.

Despite the advice in the book I would always use the suppliers invoice no in the reference field - as this is the only ref that appears on the supplier payment window so you can match up payments to invoices. If you do generate a number yourself put this in the ex-ref field which you can see in the activity windows or you can include it in reports.

Sorry I am late with my advice, work hours are greatly reduced during August!

 

[Nick609]

I strongly agree with Alison.

Using Sage generated numbers isn't good practice. I would also point your attention to the purpose of putting anything in at all - it's to allow you to refer to your computer to look up an invoice, rather than have to keep referring to paper copies.

Therefore, the Sage Generated number is going to mean nothing to your supplier. I would definately suggest using the suppliers invoice number then you will both know what is being referred to.

Sage has some odd processes, and this one is certainly considered one of them.

Nick Hampton
Saracens House Business Centre