Numbering
By default BestInvoicing proposes a certain numbering structure. You can easily change this. In BestInvoicing there are a lot of things whose numbering you can change:
private customers
professional customers
suppliers
products
invoices
credit notes
suppliers
proposals
order forms
cash register tickets
payment requests
purchase orders
Contacts and Products Numbering Format
By default, BestInvoicing will use the following numbering format:
You can change the numbering in the 'Journals' section.
Go to your email address at the top right of BestInvoicing and click it to open the menu
Select 'Company Settings'
Click the tab 'Journals and Numbering'
Click the yellow button 'Edit' next to 'Contacts and Products Numbering Format'
In the default numbering structure, the numbering consists of letters (e.g. 'C' for 'Customer') and numbers. In this example, 5 digits are listed as '(5)'. So your first customer would look like this: C00001, followed by C00002, C00003, etc.
According to your own requirements, several settings are possible. For example, a combination such as 'PK-(3)' will yield a number 'PK-001'. When you change the numbering, you will immediately see a live preview of your new numbering in the grey window to the right.
Please note: if you are already working with BestInvoicing for some time and decide to change your numbering during the usage, previously created customers or products will not be changed in numbering. The new numbering will only apply to customers or products you created after changing the numbering structure.
Sales Documents Numbering Format
By default, BestInvoicing will use the following numbering format:
You can change the numbering in the 'Journals' section.
Go to your email address at the top right of BestInvoicing and click it to open the menu
Select 'Company Settings'
Click the tab 'Journals and Numbering'
In the default numbering structure, the numbering consists of letters (e.g. 'C' for 'Customer') and numbers. In this example, 5 digits are listed as '(5)'. So your first customer would look like this: C00001, followed by C00002, C00003, etc.
Depending on your settings of these journals, you will see one or more journals listed here.
In terms of numbering, there are two options:
Drop Down Menu
If you click in the field with the number, a drop-down menu will appear:
You can choose from one of the preset numbering schemes.
Custom Numbering
If you click the 'Use custom numbering' button, your numbering will be displayed in a different way. For the first three document types below, 'Use custom numbering' was selected:
Via this option you can further customize the numbering yourself based on a combination of 'tags'. The available tags can be found at the top behind the button 'I - Tags' and will open as a pop-up window:
The list of tags allows you to create your own combinations for numbering. Examples:
| Tag Combination | Visual Combination (Result) | Meaning |
|---|---|---|
P%Y%m(3) | P202205001 | Proposal, fiscal year in 4 digits, month in 2 digits, serial number in 3 digits |
INV%bh-(4) | INV23-0001 | Invoice, highest fiscal year in 2 digits, hyphen, serial number in 4 digits |
Purchase Documents Numbering Format
The use of purchase journals is similar to that of sales journals; for numbering see section above. In the section 'Purchase Journals' you can change the numbering of
purchase orders
self-billing invoices
Fiscal Year Settings
The final numbers (serial numbers) of documents in BestInvoicing add up (e.g. invoice INV2021001, INV2021002, ...). Every year this end numbering starts again from zero, at the start of the new fiscal year. This start date is not the same for every company and can be set in this section.
By default, the starting date is set to January 1. If that is also the starting date of your fiscal year, you do not need to change it. To change this date, go to the section 'Journals and Numbering'.
Go to your email address at the top right of BestInvoicing and click it to open the menu
Select 'Company Settings'
Click the tab 'Journals and Numbering'
Next to 'Fiscal Year Settings', click the yellow 'Edit' button
In the edit window you can then choose the day and month for your fiscal year start date
Click 'Save' to record your settings
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