Invoice number rules

Hi,

Is there any rule which says that the invoice numbers that my company produces has to be consecutive. I have a customer who I will be invoicing on a monthly basis for the next 6 months or so, and for several different reasons, I would prefer to use a range of invoice numbers for this customer without it falling into my normal invoice number range. Is there anything that stops me doing this?

Reply to
JaffaB
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This came up a few years ago when we had a VAT inspection. We were able to show a list of "voided" invoices in between issued invoices. You probably need to look at doing the same. However the higher numbered invoices ought to have later dates.

I can guess why you want to do it.

Reply to
Fred Smith

What you're on about is just filling (or explaining) holes in your numbering, but what JaffaB wants is to allocate a block of space to one customer. There ought to be no problem with this. Many businesses use pre-printed tear-off invoice pads, each consecutively numbered, but between them starting at numbers maybe 100 or more apart. So there's no reason why he could not allocate one "pad" to this special customer. It can be easy, if necessary, to show that the unused numbers were never issued.

It makes the customer, or the salesman, easy to identify from the invoice numbers. But he said there were "several different" reasons.

Reply to
Ronald Raygun

The two biggest reasons are:

1) So that I can easy identify this customers billing away from the rest of the mish-mash that is around 2) I am trying to win more business with this customer, and a little scared that if they receive invoice number, say, 123 rather 10123, they will question the size of the company - I know it sounds silly, but its a consideration.
Reply to
JaffaB

Hmm. If your invoices are only up to 123, there can't all that much "mish-mash". :-)

Yes, it's silly. The customer will think you're using a pad starting with 10000. What do you think the customer will think if the first invoice is 10123, and the next one, one month later, is only 10124?

What do you think will be the effect of the customer thinking your company is small? Do you think it will reflect badly? Is the opposite not at least as likely? They might think they will get better service and more personal attention from a small business run by its owners than a large one where the owners hide behind staff who don't care.

Reply to
Ronald Raygun

The 123 was an example. Think the last invoice number (for my 3 year business) was 984.

But the point is taken.

Reply to
JaffaB

Do you actually need invoice numbers at all? It's conceivable that a date and customer name are sufficient to achieve the aim of identifying an invoice uniquely. If not, add a time stamp.

Reply to
Ronald Raygun

Or have a special code for that customer. Eg, if it is Acme Widgets Ltd, number the invoives from AWL-0001 onwards.

Axel

Reply to
axel

Now that idea works for me, Ronald - what are your thoughts?

Reply to
JaffaB

In message , JaffaB writes

Can you not give them a customer reference and then add the invoice numbers to that eg:

ACME-1 ACME-2 ACME-3 etc.

Reply to
me

Sounds OK to me too, provided you feel the need to use an identifier at all. As I said earlier it isn't strictly necessary, but if you use billing software it will probably want you to.

Reply to
Ronald Raygun

As far as I'm aware you can do whatever you like as long as invoices can be uniquely identified.

Reply to
usenet

your allowed any invoice reference you like. The consecutive thing is an internal and external auditing thing that helps identify invoices. There is no actual legal requirement.

There are rules for what has to be displayed on a VAT invoice such that the necessary input and output VAT can be correctly claimed but this is entirely different.

In your situation i would personally choose, as suggested, to add a client reference such as ACME-001, ACME-002, or such like if you wish to differentiate these invoices.

As for image - it cuts both way. General consensus is often the larger appearence of the co. the better i.e. more stable supplier, longivity etc. However as pointed out it can cut the other away re the personal service. It depends on the individual customer and noone can second guess that for sure.

Reply to
Neil

That's what I do - it works a treat. Especially if you're supposed to be giving a customer your undivided attention, but are invoicing elsewhere at the time.

And cosmetically it looks a lot better than a low >> JaffaB wrote:

Reply to
tombo

This is exactly what I did (and was going to suggest)

tim

Reply to
tim (moved to sweden)

In message , Neil writes

All this talk of Acme reminds me of one of these silly internet things, which I haven't seen for several years, its Wil. E. Coyote taking Acme to court as none of their products is fit for purpose!

Reply to
me

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