Number sequences (invoices/credit notes)
In Breww, you have the ability to define how you would like invoice and credit note number sequences to work. This allows for:
- A prefix, such as INV- or CN-.
- Defining the next number to use, such as 123.
- Padding to a fixed length (after any prefix) - e.g. use INV-000123 instead of INV-123.
- Should invoice and credit notes share a sequence or have their own sequence?
To configure your own settings, go to Settings -> Order/invoice settings and click on the Number sequences tab.
From here, you can manage your sequences. You have the option to create multiple sequences for the same document type, for example, multiple different invoice number sequences. If you choose to do this, you will need to ensure you have set your default sequence for new invoices/credit note, which can be done at the bottom of the first tab (Sales order & invoice settings) on that same page. If you have multiple possible sequences for invoice numbers, you will be prompted when creating an invoice to set which sequence to use, so you can choose to override the default if you need to.
In addition, if you have any sales integrations (ecommerce/POS), then in the settings for these integrations, you can choose to let them use your account-wide default, or to use a different sequence. This is ideal if, for example, you'd like your webshop orders to use a different prefix to your trade orders.
When generating your first order within Breww, you will find that this will automatically show as order INV-1 (if you're using the default settings). However, if you want to continue your existing sequence of order numbers from before using Breww, you can change the starting number.
To do so, go to Settings -> Order/invoice settings and click on the Number sequences tab. From here, you can manage your invoice and credit note number sequences and ensure they are configured to continue from where you have got to with any previous software.
We have a full guide: Number sequences (invoices/credit notes)ο»Ώ, which explains this and other settings in more detail.
Already created that first invoice/credit note?
If you have already created the first invoice/credit note and realised that it's showing as number 1, you should first edit the number on this document and after review your Number Sequences (as mentioned above) to ensure they are correct for future documents.
When viewing the order/credit note, you will see a pencil on the top left of the number. Clicking this allows you to edit the number.
When editing the number, Breww will automatically update the Number Sequence to continue from this point, but we highly recommend checking the sequence in settings to ensure you're happy that it's configured as you need.
Firstly, it's important to note that these options in the accounting integration settings provide an additional prefix to any prefix set in the main Number Sequences settings. We recommend leaving the accounting integration prefixes blank and setting prefixes in the Number Sequences section. This will ensure that the invoice number in Breww matches the invoice number in your accounting software.
There are, however, some situations where a different number is required (such as to avoid conflicts with legacy platforms), which is why this option exists. As an example, if you set your prefix in Number Sequences to INV- and in accounting integrations to DOC-, then an invoice that shows in Breww as INV-123 would be uploaded to your accounting integration as DOC-INV-123.