If you are connected to QuickBooks and syncing invoices, you might see the following warning message in your Materio invoice list:
This invoice number was already taken in QuickBooks. Synced with a modified number instead.
This article will help you to understand and resolve this issue.
Why the Issue Occurs
When certain QuickBooks settings are enabled, QuickBooks incorrectly tries to learn from and mimic Materio's invoice numbering format. QuickBooks then generates invoice numbers that should instead have been reserved for Materio, resulting in duplicates.
How to Resolve the Issue
To resolve the issue, you can set up QuickBooks to use its own, separate invoice number format. This way, invoice numbers generated directly by QuickBooks will never overlap with those generated by Materio. The following steps should all be done in your QuickBooks account, not in Materio.
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1. Log into your QuickBooks account.
2. Go to Gear Icon / Your Company / Account and Settings / Sales / Sales form content.
3. Ensure the Custom transaction numbers setting is toggled ON and saved.
4. Create a new QuickBooks invoice.
5. In the Invoice no. field, enter 10001 (or choose your own format).
Entering 10001 will set up a new numbering sequence specifically for invoices created directly in QuickBooks: 10001, 10002, 10003, ..., etc.
You can choose whatever format you want. For example, entering ABC001 would set up the new numbering sequence: ABC001, ABC002, ABC003, ..., etc.
Whatever format you choose, just make sure it is different from Materio's format.
6. Save and close the invoice, filling in zero-dollar dummy data as necessary.
7. Return to Gear Icon / Your Company / Account and Settings / Sales / Sales form content.
8. Now toggle OFF the Custom transaction numbers setting, and save.
Toggling OFF the Customer transaction numbers setting locks in your new numbering format for all new invoices you create directly on QuickBooks.
9. Clean up by deleting the dummy invoice you created in the previous steps.