Invoice numbering & prefixes INV PUR REC PAY

Tim Fouracre
Thursday, 5 March 2009
Invoicing

Clear Books has two broad categories of invoices: Sales Invoices and Purchase Invoices.

When using Clear Books you will mostly deal with invoices prefixed INV and PUR. INV represents a Sales Invoice you send to a customer. PUR represents a purchase you receive from a supplier. Although a supplier will use its own invoice numbering system, Clear Books uses the PUR prefix to identify an invoice as a purchase as well as to uniquely identify the invoice in Clear Books.

Sales invoices

The following types of sales invoices are available in Clear Books. All of these invoices are maintained on the same sequential numbering system.

INV – Sales Invoice.
SCN – Sales Credit Note.
SRF – Sales Refund.
SBD – Sales Bad Debt.
V – Void Sales Invoice.

Draft sales invoices and quotes are each on a separate numbering system. When a draft invoice is confirmed it will switch numbering systems.

SDT - Sales Draft Invoice.
QTE - Quote.

Purchase invoices

The following types of purchase invoices are available in Clear Books. All of these invoices are maintained on the same sequential numbering system.

PUR – Purchase Invoice.
PCN – Purchase Credit Note.
PRF – Purchase Refund.
PBD – Purchase Bad Debt.
V – Void Purchase Invoice.

Draft purchase invoices are on a separate numbering system. When a draft invoice is confirmed it will switch numbering systems.

PDT – Purchase Draft Invoice.

Void invoices

Void Invoices have an additional V in front. For example a void sales invoice would have the prefix.

VINV.

whereas a void sales credit note would have the prefix.

VSCN.

This both indicates that the invoice has been voided and that the voided invoice was originally a sales voice in the first example and a credit note in the second example.

Changing prefixes

If you would rather use your own prefixes instead of INV and PUR you can alter the default prefixes in “Settings”.