[IMP] accounting: clarify invoice sequence format
task-4564980
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@ -7,8 +7,7 @@ Customer invoices
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A customer invoice is a document issued by a company for products and/or services sold to a
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customer. It records receivables as they are sent to customers. Customer invoices can include
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amounts due for the goods and/or services provided, applicable sales taxes, shipping and handling
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fees, and other charges.
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Odoo supports multiple invoicing and payment workflows.
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fees, and other charges. Odoo supports multiple invoicing and payment workflows.
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.. seealso::
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:doc:`/applications/finance/accounting/customer_invoices/overview`
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@ -84,14 +83,14 @@ Invoice confirmation
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Click :guilabel:`Confirm` when the invoice is completed. The invoice's status changes to
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:guilabel:`Posted`, and a journal entry is generated based on the invoice configuration. On
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confirmation, Odoo assigns each invoice a unique number from a defined
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:ref:`sequence <accounting/invoice/sequence>`.
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confirmation, Odoo assigns each invoice a unique number from a defined :ref:`sequence
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<accounting/invoice/sequence>`.
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.. note::
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- Once confirmed, an invoice can no longer be updated. Click :guilabel:`Reset to draft` if
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changes are needed.
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- If required, invoices and other journal entries can be locked once posted
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using the :ref:`Secure posted entries with hash <data-inalterability/restricted>` feature.
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- If required, invoices and other journal entries can be locked once posted using the
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:ref:`Secure posted entries with hash <data-inalterability/restricted>` feature.
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.. _accounting/invoice/sending:
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@ -174,53 +173,45 @@ same customer, the actions are performed on the most overdue invoice.
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.. _accounting/invoice/sequence:
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Sequence
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========
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Invoice sequence
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================
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Odoo assigns each document a unique sequence made up of a prefix and a number. The prefix combines
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the journal code and the entry date and groups entries by period. The number is unique for each
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period and is used to identify the entry. The default sequence on customer invoices is
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INV/YYYY/number. In some specific cases, :ref:`resequencing <accounting/invoice/resequencing>`
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invoices might be necessary.
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When confirming an invoice, Odoo generates a unique invoice reference number. By default, Odoo uses
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the following sequence format `INV/year/incrementing-number` (e.g., `INV/2025/00001`), which
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restarts from `00001` each year.
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However, it is possible to :ref:`change the sequence format <accounting/invoice/resequencing>` and
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its periodicity, and to :ref:`mass-resequence invoices <accounting/invoice/mass-resequencing>`.
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.. note::
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Changes made to reference numbers are logged in the chatter.
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.. _accounting/invoice/resequencing:
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Resequencing
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------------
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Changing the default sequence
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-----------------------------
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Resequencing is not possible:
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To customize the default sequence, open the last confirmed invoice, click :guilabel:`Reset to
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Draft`, and edit the invoice's reference number.
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- When entries are before a lock date.
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- When the sequence leads to a duplicate.
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- When the :guilabel:`Invoice Date` doesn't match the date contained in the new sequence number,
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e.g., if the sequence is changed to INV/2023/XXXXX for a document with an :guilabel:`Invoice Date`
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of 2024.
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.. image:: customer_invoices/reference-number.png
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:alt: Editing the reference number of an invoice.
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To change the invoice sequence with the structure INV/YYYY/MM/number, add `/MM` with the number of
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the month of the :guilabel:`Invoice date`. Odoo will recognize the "/" term as a month and update
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the future invoice sequence appropriately with the month of the :guilabel:`Invoice date`. For
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example, if the invoice date is January, change the sequence to `INV/2024/01/XXXXX`.
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Odoo then explains how the detected format will be applied to all future invoices. For example, if
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the current invoice's month is added, the sequence's periodicity will change to every month instead
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of every year.
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In this case, if the :guilabel:`Invoice date` isn't aligned with the sequence number, a
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:guilabel:`Validation Error` message appears.
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.. image:: customer_invoices/sequence-dialog.png
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:alt: Editing the reference number of an invoice.
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.. note::
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- All sequence changes are logged in the chatter to keep the information.
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- Sequence changes also affect the format of future invoices' sequences.
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.. _accounting/invoice/resequencing-one-invoice:
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Resequencing a single invoice
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~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
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To resequence the last confirmed invoice, click :guilabel:`Reset to Draft`, then change the
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sequence. The invoice now appears in red on the :guilabel:`Customer Invoices` list.
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.. tip::
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The sequence format can be edited directly when creating the first invoice of a given sequence
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period.
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.. _accounting/invoice/mass-resequencing:
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Mass-resequencing invoices
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~~~~~~~~~~~~~~~~~~~~~~~~~~
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--------------------------
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It can be helpful to resequence multiple invoice numbers. For example, when importing invoices from
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another invoicing or accounting system and the reference originates from the previous software,
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@ -239,6 +230,7 @@ Follow these steps to resequence invoice numbers:
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- :guilabel:`Keep current order`: The order of the numbers remains the same.
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- :guilabel:`Reorder by accounting date`: The number is reordered by accounting date.
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#. Set the :guilabel:`First New Sequence`.
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#. :guilabel:`Preview Modifications` and click :guilabel:`Confirm`.
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@ -270,18 +262,18 @@ go to :menuselection:`Accounting --> Reporting --> Partner Ledger`.
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Aged Receivable
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~~~~~~~~~~~~~~~
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To review outstanding customer invoices and their related due dates, use the
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:ref:`Aged Receivable <accounting/reporting/aged-receivable>` report. To access it, go to
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:menuselection:`Accounting --> Reporting --> Aged Receivable`.
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To review outstanding customer invoices and their related due dates, use the :ref:`Aged Receivable
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<accounting/reporting/aged-receivable>` report. To access it, go to :menuselection:`Accounting -->
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Reporting --> Aged Receivable`.
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.. _accounting/invoices/aged-payable:
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Aged Payable
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~~~~~~~~~~~~
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To review outstanding vendor bills and their related due dates, use the
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:ref:`Aged Payable <accounting/reporting/aged-payable>` report. To access it, go to
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:menuselection:`Accounting --> Reporting --> Aged Payable`.
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To review outstanding vendor bills and their related due dates, use the :ref:`Aged Payable
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<accounting/reporting/aged-payable>` report. To access it, go to :menuselection:`Accounting -->
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Reporting --> Aged Payable`.
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.. _accounting/invoices/profit-and-loss:
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