Understanding the Use of the Invoice Code in TPS Invoice Number Sequence

The main core of an effective invoice sequence management lies in the selected 'Invoice Code' within 'Firm Properties' under the 'Invoicing Tab.' This unique code dictates the sequence based on the 'highest number used', ensuring that the system maintains a consistent numbering approach. This meticulous design guarantees a systematic and well-organized structure for all invoices generated by your firm.

• Understanding the Invoice Code:
  The Invoice Code servs as a prefix to the sequential invoice number, the code is customizable to align with your preferences. Some firms opt for initials (e.g., SD), while others prefer a numerical representation like the year (e.g., 24 for the year 2024). Alternatively, leaving it as the default '0' is also an option, though it cannot be left blank. The key is inputting something meaningful for your firm, providing context to your invoice numbers. Whether it's initials, a year-based code, or another identifier; choose what resonates best with your organizational structure and practices.

In certain scenarios, the need for a different sequence may arise, prompting a change in the Invoice Code. However, this shift comes with a few crucial steps that are vital for maintaining continuity and ensuring a smooth transition to the newly established numbering sequence.

• Changing the Invoice Code for a new numbering sequence:
  • Firm Properties:
    • Navigate to Firm Properties - Invoicing Tab
    • Change Invoice Code, whether it's a combination of letters, numbers, or a specific identifier that resonates with your organizational structure.
    • Click on Apply.
      

  • Billing Screen:

    • Create the first invoice for the New Invoice Code Sequence, it could be either a Quick Bill, Detail Bill or Progress Bill. Be mindful of the number you assign to the first invoice in the new sequence, since that number becomes the starting point for TPS to generate subsequent invoices.
      

Considerations: In the case of a Multioffice database usage within your firm, it's important to observe that the invoice code is configured individually for each office withing the Firm Properties. Therefore, it becomes necessary to repeat this process for every office.

Manage your Invoice numbers by remembering: whether it's an annual tradition or prompted by specific needs, the key to the changes on  invoice sequence lies in  updating the 'Invoice Code' within the 'Firm Properties' and setting the initial invoice number—a small step with significant impact on maintaining a well-ordered and efficient invoice sequence.

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