Introduction
When managing transactions such as invoices, quotations, and more, each type automatically generates its own running number based on a preset format. By default, this format is a 5-digit sequence, starting from 00001. You can customise the numbering format at Control Panel > Number Formats by referring to this guide: Customising Transaction Number Formats.
However, in certain situations, you may need to override or manually adjust the running numbers. Let’s explore some example scenarios and how you can manage them effectively.
Scenario 1: Continuing Running Numbers from Previous Software
If you've switched to Bukku and want to continue your existing running numbers for transactions like invoices from your previous software, you can start with a custom number.
For example, instead of IV-00001, you may want to set your first invoice as IV-00925, ensuring that the next follows as IV-00926. Here's how to set it up.
Step 1:
Enable the Custom Number Format by navigating to Control Panel > Company Setting > Number Formats. This will allow you to override the auto numbering. After toggling it on, don't forget to click the Save button.
Step 2:
Go to Sales > Invoices > +New to create the first invoice. Enter IV-00925 manually in the transaction number box.
For subsequent invoices, simply leave the default number format as is. After saving the invoice, the system will automatically continue numbering with IV-00926.
Scenario 2: Reusing a Running Number After Deleting Multiple Invoices
If you've mistakenly entered invoices from IV-00929 to IV-00932 and need to delete them, you can reset the running number to start again from IV-00929.
Note: The current latest running number is IV-00932. Follow these steps to reset it.
Step 1:
Ensure the invoices are voided and deleted from the system. Select the transactions, go to Bulk Update Status, and choose Mark as Void.
Step 2:
Click on More Filters, set Status to Void, tick the transactions, and then choose Bulk Delete Transactions.
Step 3:
Create a new invoice as usual. Simply leave the default number format as is.
After saving the invoice, the running number will start back with IV-00929.
Scenario 3: Reusing a Running Number After Deleting an Invoice in the Middle
If you've mistakenly entered invoice IV-00928 and need to delete it, you can reset and reuse IV-00928, even though your current latest running number is IV-00930. Follow these steps to reuse it.
Step 1:
Locate invoice IV-00928, click on the (...) besides View and select Void.
Step 2:
Click on More Filters, set the Status to Void, then click the (...) next to View for IV-00928 and choose Delete.
Step 3:
Enable the Custom Number Format by navigating to Control Panel > Company Setting > Number Formats. Toggle it on and click the save button.
Step 4:
Create a new invoice as usual. Manually enter IV-00928 in the transaction number box.
You will then see IV-00928 reappear in your list for the new invoice.
