How can i customise quickbook to give an automatic reference number for each entry done ?


Hello there, paradis,

QuickBooks automatically generates a reference number on most of the transactions you create. You can even set your own numbering format or add custom fields to personalize it.

  1. Go to the Gear icon, then select Account and Settings.
  2. Select the Sales tab.
  3. Click anywhere within the Sales form content section.
  4. Check the box next to Custom transaction numbers.
  5. Click Save, then Done.

Here's an article that'll provide you the detailed steps and a video tutorial: How to Change the Invoice Number on Sales Forms.

Once done, open any sales form. If you open an invoice, enter the custom number or letter sequence you want to use on the Invoice no. field.

You can also input the custom transaction field in your forms. Just simply go to your Account and Settings section, then turn on Custom fields by adding another area in your forms. This field can be seen on your invoice, quote/estimate, credit note, sales and refund receipts.

If you're referring to the reference number aside from what QuickBooks automatically generates, then you'll need to manually input it when receiving a payment.

If you wish to set up your VAT rates, kindly check out this article to guide you through the steps: How do I Set up Sales GST/VAT Rates and use them on forms? (International QBO) Video.

Please let me know if you have other concerns about customizing transaction forms in QuickBooks. I'm just around to help.

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