Edition: Enterprise
User-level: Project Manager, Director, Assistant System Administrator and System Administrator
Previous steps: Set up Multi-Office, Project Numbers, Invoice Numbers, Credit Note Numbers
Set up project, invoice and credit number prefix using different numbering formats to track by office.
Project Numbering Prefix
Adding/editing a project number prefix:
Go to Organisation Main Menu > Settings > Organisation > Project Numbers
Click ‘Add’ to add a new project number prefix or the ‘pencil icon’ to edit an existing project number prefix
Update the prefix, number format and start from fields
Select a ‘Default invoice number’
Preview the updated project number prefix
Click ‘Save’ to save the current project number prefix and keep adding new prefixes or ‘Save and close’ in the drop-down menu
Creating a project using a project number prefix:
When creating/editing a project, select ‘Custom project number’ under the ‘Add more detail’ section, aka Custom Field.
Select the project number prefix
Note: If a staff member has a project numbering format linked, any new projects created by the staff member will use this numbering format by default. This can be configured in the staff members details screen.
Invoice Numbering Prefix
Adding/editing a invoice number prefix:
Go to Organisation Main Menu > Settings > Organisation > Invoice Numbers
Click ‘Add’ to add a new invoice number prefix or the ‘pencil icon’ to edit an existing invoice number prefix
Update the prefix, number format and start from fields
Preview the updated invoice number prefix
Click ‘Save’ to save the current invoice number prefix and keep adding new prefixes or ‘Save and close’ in the drop-down menu
Creating an invoice using an invoice number prefix:
When creating an invoice, select ‘Prefix’ under the ‘Invoice details’
Select the invoice number prefix
Note: If the project numbering format of the project has an invoice number attached, then this is used e.g., INV-0001. If the project numbering format of the project does not have an invoice number attached, then the office's invoice number is used e.g., SYD-0001.
Credit Numbering Prefix
Adding/editing a credit number prefix:
Go to Organisation Main Menu > Settings > Organisation > Credit Numbers
Click ‘Add’ to add a new credit number prefix or the ‘pencil icon’ to edit an existing credit number prefix
Update the prefix, number format and start from fields
Preview the updated credit number prefix
Click ‘Save’ to save the current credit number prefix and keep adding new prefixes or ‘Save and close’ in the drop-down menu
Creating a credit using a credit number prefix:
Open an invoice, click the ‘ellipses icon’ and select ‘Credit or cancel invoice’
Select the action required
Select the credit number prefix
Note: The numbering will come from the project office. E.g., SYD-CRN01, MEL-CRN01
Conclusion – Create/edit project, invoice and credit number prefix’s with Director access level and above for Project Manager access level and above to use when creating a project, invoice or credit to track by office.
Where to next?
What other features does this relate to?
N/A