Credit Memo Delayed Charge Delayed Credit Estimate Invoice Purchase Order Refund Receipt Sales Receipt Sales Receipt 2 Uncategorized

How to change transaction numbers like invoice number sequence

Transaction reference numbers help you easily identify transactions. QBO will automatically assign transaction numbers in sequence. But if you want to change the starting custom transaction number of your own, you can do so. You would want to turn the company settings ON once, assign a custom number and turn it OFF again so that QBO can identify number sequence based on the last transaction number.

A separate number sequence appears on:

  • Invoices, sales receipts, refund receipts, and credit memos
  • Delayed charges and Delayed credits
  • Estimates
  • Purchase orders

For Statements, QBO will automatically control the numbers that reference identify so you can’t change it.

QBO lets you customize your transaction numbers.

How do custom transaction numbers work?
When you turn ON custom transaction numbers:

  • You can change transaction numbers when you create or modify a transaction.
  • Transaction numbers can include letters (such as 2017-1001).
  • New transactions get new numbers (such as 2017-1002), based on the last transaction. You’ll be warned if you try to enter a duplicate transaction number.

When you turn OFF custom transaction numbers:

  • Transaction numbers are never changeable, even numbers created with custom transaction numbers on.
  • Transaction numbers are assigned when transactions are created.
  • Transaction numbers are sequential, based on the last number, starting at 1.

To turn custom transaction numbers ON or OFF from the company settings:

Click the Gear icon at the upper right corner > Your Company > Account and Settings).


For customer transaction numbers on sales forms:

Click “Sales” on the left, and then click the edit icon for “Sales form content”. Select the “Custom transaction numbers” checkbox, and click Save.


For custom numbers on purchase orders:

Click Expenses on the left, and then click the edit icon for Purchase orders. Click the “Use purchase orders” checkbox. Select the “Custom transaction numbers” checkbox, and click Save.


To reset your transaction numbers again:

  • Select the Custom transaction numbers checkbox, and click Save
  • Create a transaction with a new starting number.
  • Clear the Custom transaction numbers checkbox, and click Save.



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Delayed Charge Delayed Credit

How to effectively use “Delayed Charge” in the new QuickBooks Online?

Delayed Charge is keeping an advance record of what revenue to come in the future. It can be also looked as pipeline revenue or tracking of sales backlog of the company. This form looks very similar to Invoice or Sales Receipt, but it’s no-posting type entry to the ledger. Based on this information, you can create the actual invoice later. You can also make this recurring type.

This feature is only available in Plus and Essentials, but not in Simple Start.

You can run the standard “Unbilled Charges” report to review current sales backlog. You can even customize this report as needed. This report could be an effective financial management tool if properly used.

Delayed Charge Entry
Delayed Charge Entry
Unbilled Charges Report
Unbilled Charges Report
Customers - Invoices, Sales Receipt, Receive Payment, Bank Deposit
Customers – Invoices, Sales Receipt, Receive Payment, Bank Deposit

How to use “Delayed Charge” form to produce Sales Backlog (Pipeline Revenue), Sales and Cash Forecast?

How can I print the delayed charge?

It does not have a print option at this time.

Next option is to print “Audit History.”
Locate and open the Delayed Charge
Select “Audit History” from “More” (bottom middle) dropdown selector