Hello,
In our company we issue typical Sales Invoices, and also retail receipts and Invoice for Rendered Services (I don’t know if it’s the right word in english).
Regarding the retail receipts, I can have them along with the Sales Invoices, and I have them separated by not using a number on them.
BUT I also need to have the Invoice for Rendered Services, under the same business name, but with a different numbering comparing to the sales invoices. The reason I need this is because that way I can have a total view of the income/outcome of each client, regardless of the kind of the invoice.
Is there any possiblility to achieve this?
Thank you in advance,
Chrissa
Manager can follow only one number series for automatic numbering of invoices. you will have to manually enter the invoice number if you wish to use different number series for invoices.
@chrissaxak, your posting raises questions about how you are using Manager:
- A sales invoice makes a demand for payment, creating a balance for that customer in Accounts receivable. It has nothing to do with receiving money. It basically means you are selling on credit to the customer.
- A receipt records a transaction in which the customer gives you money. A receipt can be for a cash sale, where no credit is given to the customer, or it can record money coming from the custom to satisfy a sales invoice, reducing the Accounts receivable balance.
- A sales invoice and receipt should never be issued for the same transaction. That will double-count income. A receipt is only linked to a sales invoice when the receipt records payment of the sales invoice; in that situation, the receipt is posted to Accounts receivable, the customer’s subaccount, and the invoice number.
- Receipts are automatically numbered by Manager in recent versions of the software. If you delete the number, Manager will reapply one. So your practice of distinguishing them from anything else by not applying numbers will no longer work.
- Your use of the phrase “invoice for rendered services” is confusing. A sales invoice is a sales invoice, no matter whether it is for goods or services. As stated above, it involves selling on credit. As long as a transaction with a customer is recorded on a sales invoice, you will be able to find it under the Customers tab for any given customer by clicking on the figure in the
Invoicescolumn. - Sales invoices issued for different types of sales can be allocated to different income accounts in the chart of accounts. These different accounts can be created under the Settings tab. This is usually a better solution than distinguishing type of sale by different sequence numbers. (In many tax jurisdiction, different numbering schemes are actually illegal. I am not sure whether that is the case in Greece, but I believe it is.)
Tut I have been using Manager for more than a year. The difference is that I use the Greek version/language so I am not that aware of the financial vocabulary in English.
Here in Greece we have
- Invoice (for selling products to companies)
- Invoice (for selling services to companies)
- Invoice for selling products to a person, retail, produced by a tax machine
- Invoice for selling services to a person, retail, produced by a tax machine
All these have different code numbers and id’s.
For nr 3 and 4 I have the cashier.
For nr 1 and 2 I use Manager where I need different numbering. Obviously, this is not something that Manager can do, at least at the moment.
I understand and hope one day it will.
A solution you might consider is to manually insert alphabetic prefixes in front of Manager’s invoice numbers. Since you have to make an entry of some type to designate whether an invoice is for products or services, entering the correct prefix would be no more work. When Manager searches for the highest existing sales invoice number, it ignores letters.
So, let us say you used P as a prefix for product sales and S as a prefix for service sales. Your last product invoice was P1234. The next invoice will be numbered 1235. You would then edit that number to either P1235 or S1235. The next invoice would be 1236, which could again be edited to P1236 or S1236.
This approach differentiates products and services. It also prevents duplication of the numbers themselves. This will preserve information about the order in which invoices were created and satisfy any legal requirements for a single sequential numbering sequence.
Hello @Tut
I have the same problem here.
@chrissaxak is talking about document types and document series
Typically, a document type (e.g Invoice) defines the attitude of this document in the system:
- It will credit or debit the customer?
- It will credit or debit the VAT?
- It will add or subtract the quantity from the inventory? Or no inventory at all?
- what template will use for print?
etc.
The document series is a prefix (as you suggested) that keeps a numbering for documents of the same type (eg series A will produce the next invoice with number 18, while series B will produce the invoice with number 156)
The problem described in this topic could be solved with either of the above (a different document type or a different series of the same document type)
What you suggest is a unique numbering with a different prefix. So you will have P1234, P1235, S1236, P1237, S1238 right? This will cause a confusion to the accountant and is not acceptable from the tax agency. They will come and check your transactions to clarify if you are not a fraud.
The right thing would be P1234, P1235, P1236,… S1234, S1235, S1236, … (assuming that “P” and “S” is the document series)
Can either of these be done with the program?
I am not sure what you mean by “either.” You cannot have more than one number sequence for a transaction type. So all sales invoices will be numbered sequentially. All sales quotes are numbered in a different sequence, etc. You cannot have two different numbering sequences for different types of sales invoices, because Manager has only one type of sales invoice. Yes, you could use custom themes to put different titles on invoices based on who you are selling to or what you are selling. But Manager would still consider them to all be sales invoices and number them in one sequence. Doing anything else would violate the requirements of many other countries.
Got it @Tut.
Can I create 2 different custom fields in invoice that the one will be auto-number according to the other?
E.g. Type: GSI (initials from “Goods Sales Invoice”) or SSI (“Services Sales Invoice”) etc (There are other documents too as “Credit note”, “Return Invoice”, “Dispatch Note”…) and Number (Each type will have its own auto-numbering)
No. Custom fields cannot be automatic sequence numbers.
I am puzzled, though. I know there are many Greek users of Manager. But only you and @chrissaxak have mentioned this issue. And @chrissaxak dropped out of this topic after my last answer in October 2017. I thought perhaps the need was resolved through the answers given.
Now, you are suggesting to us, by saying you have the same problem as @chrissaxak, that you believe you need four types of document for every function. Further, you say these document types will determine whether and how to do many things. But Manager does not work that way. There are certain types of transaction forms, on which you can use various functions (income/expense account posting, tax codes, use of defined items, rounding, discounts, and so on). Based on your inputs, Manager determines which accounts to credit or debit. These functions are independent of who you sell to or buy from. And they certainly do not depend on sequence numbers. So I really question whether your perceived need is real or stems from incomplete understanding of the program. (I notice you just joined the forum yesterday.)
@Dimitris_Kontodimos Did you find a way to have different types of invoices?
@Tut This is a must in Greece.
A good idea is if Manager have a function to duplicate the Sales Invoice form and let us change the name to e.g. Service Invoice. All the functions of both types of invoices are the same but we need each Invoice form to have their own numbering.
You can already change the title of a sales invoice. You don’t need to duplicate anything. Just check the box for a custom title and name the form anything you want.
The desire of other users in this thread for different types of invoices was not well thought out. A sales invoice is a sales invoice, no matter what it is called. It would work the same way. So you can make a sales invoice look like something else without having to change any actual functions in the program.
The other members’ desire for different sequence numbers can only be handled with manual entries.
I want the same thing as the other members of this thread.
Different types (names) of invoices with their own sequence numbering.
@positive_john, as @tut said, the program supports only one invoice with one series of numbering. No different document types, no different series.
There is a work-arount though:
Let’s say you need 2 series of invoices: Sales invoice and Service invoice, with its own numbering series each. You have to setup 2 different companies, one for sales and one for services. You’ll need to create different forms for Sales invoice and for Service invoice (each in relative company). And most significant, you have to establish a different prefix for each of your invoice types (don’t forget that actually you run one single company and want to have 2 invoice types). So, whenever you need to issue a sales invoice, you enter in sales company and create it. For the service invoice accordingly, you enter into the service company.
I repeat, the above method needs you to be careful when creating an invoice to enter the right prefix. This is the series identifier which keeps the numbering sequence in the accounting books.
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There is nothing wrong with what you suggest, @Dimitris_Kontodimos. But since the only way to have prefixes on sales invoice numbers is to enter them manually, you could do the same thing in a single company. Yes, that means you need a method of keeping track of what sequence number to enter, but that seems easier than having to combine results from two separate “businesses” in order to obtain your financial statements for what is really a single company.
@Tut You are right.
If I have to keep tracking the numbers of my invoices manually it’s better to do it in a single company.
That way I’ll have my reports in a company.
BUT it would be much easier if Manager let us have 2 (or more) kinds of invoices.
Hello @Tut
I think that the difficulty is much bigger to keep track the number sequence than to combine results. Combining results means to have the same report from both companies exported to excel and there you can have your combined results.
On the other hand, making mistake at the invoice numbering, can lead to a huge mess at the future numbering. Don’t forget that most of the individual users address to an accountant to keep their books. They are delivering transactions to the accountant in an excel form. If the accountant encounters miss-continue invoice numbering, there will be an amount of work (big or little) to fix it before reporting to the tax authority.
That’s why automatic numbering is more important than combining results.
Of course - and I will not get tired to mention it - it would be preferable to have the document series in the program (to be able to define as many document series as we like, each one with its own numbering).
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The way forward is manually define reference number, using spreadsheet as auto increment numbering feature with different sheet for different type of invoice.
The auto numbering feature is not extensive (no prefixes), audit trail not yet to improved as long I could remember until now.
Now we have type of forms for different set of series. Within same tab.
That would be massive overhaul in design and the logic.