Automatic reference numbering on sales invoices

This guide explains how to add automatic reference numbers to sales invoices and how the reference number is generated. Automatic reference numbering is enabled by default when the software is set up.

HOW IS AN AUTOMATIC REFERENCE NUMBER ADDED TO SALES INVOICES?

You can configure automatic reference numbering under Settings > Environment Settings > Sales Invoice Settings > Invoice reference number.

  • Not in use. Select this if you do not want to use automatic reference numbering.
  • By invoice. Generates a unique reference number for each invoice separately.
  • By customer. Uses the same reference number for the same customer on every invoice.

WHICH METHOD SHOULD YOU USE?

Automatic numbering should always be enabled so that a reference number is generated for each invoice.

It is generally easier for a company to use invoice-based reference numbering, because it makes it easier to match invoices with their corresponding payments.

Customer-based reference numbering may be more convenient for the customer, as they can always pay using the same reference number.

HOW DOES THE SOFTWARE GENERATE THE REFERENCE NUMBER?

For invoice-based reference numbers, the software generates the number from the last two digits of the year, a four-digit unique sequential number, and a check digit. For example, 1812347 = year 2018 + 4 digits + check digit.

For customer-based reference numbers, the number consists of the digit 9, a four-digit unique sequential number, and a check digit. For example, 912347 = digit 9 + 4 digits + check digit.

Note! If you want to use your own reference numbers, you can edit the reference number field, but keep in mind that reference numbers must comply with the Finnish standard. Various reference number calculators are available online.
OTHER RELATED GUIDES:

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