Sequential numbering

Hi all, my admin booking system was using order numbers ie.999447 for my sales invoices and this week we went over the 1M mark to 1001373 etc. so now when I am in sales view and need to click on number col. to put in order my latest orders are listed under or below my oldest which was 750979 etc. is it possible list my newsest at top of list, also inv. dates are no use as i have to use invoice dates as to when the customers holiday start date, because of prepayments into different periods. I noticed if I put an ‘A’ in the front of the number it will work. plese advise !!

Your question is not clear, @m1sty222. You mention both orders and sales invoices. But let me make a few comments:

  1. Sales invoices in the Sales Invoices register are, by default, listed according to status first. That is, no due date, overdue, coming due, paid in full. This is intended as a management aid. Recency is the secondary sort.

  2. The register can be sorted by any column by clicking its heading. Clicking again reverses the order.

  3. If you are dating sales invoices according to reservation dates, that is poor accounting practice. Accounting records should record actual events as of the date they occur.

  4. Prepayments against sales invoices for services not yet provided are deposits, not invoice payments. Recording them as payments against sales invoices distorts your financial position and performance and may subject you to early payment of taxes.

  5. Orders for upcoming services ought to be handled with sales orders. These can by copied to sales invoices when the time is right.

  6. Your comment about specific sales invoice numbers and their listing order did not make complete sense, because you wrote both about sequence number and age, which according to your other statements may not be closely related. Can you be more specific?

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ok thanks for all that.
we have realised that our problem is only in the summary view and we click the blue sales figure then try to sort in number order.
when we click onto summary and sales invoice description heading we can then sort into correct numerical order. strange but whatever. we are good again now …thanks
ps ref your item at
’'3.If you are dating sales invoices according to reservation dates, that is poor accounting practice. Accounting records should record actual events as of the date they occur. ''
both our accountant and HMRC inspector told us that invoice dates are when the actual reseravtion occurs, so that it does actually put it into the correct tax period.

Your last point was still murky. What I was saying is that the sales invoice issue date should be the date the services is provided because, until then, the revenue has not been earned. You have not said what kind of reservations are involved. But let’s say they are for hotel stays. The appropriate date of the sales invoice is the date the guest stays at the hotel. If that is what you meant by “when the actual reservation occurs,” I agree with your accountant and the inspector. But if you mean the day the guest makes a reservation for a future stay, I disagree. That is when I think it better to use a sales order, with the delivery date used as the date of the prospective hotel stay.

But if your accountant and HMRC like what you are doing, who am I to question?

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This is not correct. Insurance companies, membership organisations all issue sales invoices dated prior to the service being provided and also expect payment prior to the service being provided…

Conference / Seminar centres take bookings & issue Sales Invoices for payment sometimes years in advance. Cruising and airline travel are all invoiced and paid prior to the service

The Sales Invoice is only a “demand for payment” document based on the terms of the Service (contract). The term Sales Invoice doesn’t automatically imply current revenue. It could just be a demand for an advance / deposit.

The Sales Invoice will receive the accounting treatment as appropriate to the service and organisation. In the case of insurance companies, their Sales Invoices (demands for payment) get posted to a BS “Unearned Premiums” account and then the “revenue” is recognised and apportioned over the service period.

Travel companies frequently use trust accounts to hold the Sales Invoices demand for payment and reallocate once the service has commenced, which in the case of Cruising could be two years later as booking are opened that far in advance.

However, In the majority of situations the timing of service and Sales Invoice is much more in sync. If the customer on receiving the Sales Invoice (demand for payment) is satisfied with the service/booking provided then they will settle that demand for payment by making a payment.

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thanks for your help again

thanks for all this input greatly appreciated and noted