Clarification on Invoice Numbering

Omer  Al Bargouti
25/11/2019 12:25 PM

Clarification on Invoice Numbering

I can see a number of parameters based on which invoice numbers are generated. In those there is also an option of including month in invoice prefix and quotation prefix, etc. Is there any value or reason why anybody would need month included in Invoice prefix? I want to know just to be sure we are not missing out on anything valuable. 

One thing I have noticed so far is that Tuhund is vast. It has so many features and so many options that it is impossible to know about all or even remember all. Every time when I think now we are using it fully, I discover more features that are very useful.

25/11/2019 01:00 PM

Before clarifying this, I would like to assure you that, if this would have been useful to you, we would have advised you to use it.

In quotations, purchase orders, proforma invoices there is no use to have prefix with month as a parameter for anybody. Sometimes people have their own criteria and own reasoning. Some people prefer a long document number (what we call government style) and some prefer just a serial number. Tuhund gives you options to specify whatever you like. Very often it is useful to have different prefix for different types of records to keep them distinct. For instance, you might want to use LQ for local quotations and EQ for export quotations. There is no need to do this while working with Tuhund as Tuhund will any way give you options of filtering and selecting different types of records irrespective of prefix. Tuhund will also give you loads of reports based of types irrespective of prefix. Nevertheless, you might find such numbering useful outside the system. When it comes to invoicing (Commercial Invoice / Tax Invoice), besides whatever reasons you have, we also have to worry about compliance. If you have raised invoice number 1000 last month, you cannot raise invoice number 999 this month. Now here is the situation. In several businesses you have some invoices (ranging from one or two to many) that are finalized or even raised after month end. By the time such invoices are raised, invoicing for the next month has already started. This will create compliance problems immediately with your VAT or GST. Therefore, for such businesses we suggest number like 2019/11/1234 or 2019-20-11-1234 where 2019 or 2019-20 is financial year (in whatever format you require), 11 is the month and 1234 is the serial number. This way, if we are raising an invoice for previous month, system will give it next number from previous month without using a number from current month.

In your business this can happen in exceptional cases and for such exceptional cases we have other ways to handle.

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