How to update the invoice series if an invoice gets deleted?

Invoice Number

An invoice number is a unique, sequential code assigned to invoices. Legally, an invoice number sequence should never contain repeats or gaps.

As a standard rule, invoices should not be deleted. Because invoices are numbered in an ordered series, an invoice that has been completed in your records and is then deleted could show up as a gap in your financial records.

If you want to remove a transaction, it is usually better to issue a credit note for the same amount. This will effectively cancel-out a transaction, while ensuring that your number sequence is complete.

What to do if I delete an invoice?

In any situation an in-between invoice gets deleted, then this will result in missing invoice number. Output books had an option to reuse the deleted invoice number. For example, if INV15 is deleted, you can reuse the same number for a new invoice by following the below steps.

STEP 1 : SET THE SERIES START VALUE

  1. Go to  Settings > Modules > Define Serial Number Configuration for each module.
  2. Click Edit. Enter that deleted invoice number(here INV15) in  Series Start text box of Invoice.
  3. Save the changes.

Output Books Invoice Update

STEP 2 : OPEN NEW INVOICE

  1. Go to Sales > Invoice > New Invoice.
  2. Here you can see that deleted invoice number(Here INV15).
  3. Make an invoice with that number. This makes the sequence complete.

Output Books Invoice Del No

Output Books Final List

STEP 3 : UPDATE THE SERIES START VALUE

  1. This is the most important step to remember. Go to Settings > Modules > Define Serial Number Configuration for each module.
  2. Click Edit. Enter the immediate next number of the last invoice number. For instance, the last invoice number is INV008, then enter INV18 in Series Start text box.
  3. Save the changes.

Output Books Follow Sequence

STEP 4 : SEQUENCE CONTINUES

  1. Go to Sales > Invoice > New Invoice
  2. Here you can see the sequence continues(Here INV18)Invoice Latest No
  3. Then the invoice number will assign in an ordered series.

Does it need to follow the above steps if I delete the most recent invoice?

Here, we come across two situations : Draft invoice, Open Invoice

Draft invoice : If you delete the invoice which is in the ‘Draft‘ status, you need not follow the above steps. The invoice number series not get affected.

Open Invoice : If you delete the invoice which is in the ‘Open’ status, you have to follow the above steps.

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