Invoice-number ranges

An invoice-number range is a block of numbers, valid between two dates, that your invoices draw their numbers from when they are issued.

Who it is for: billing administrators who set up invoice numbering, for example to match the numbering authorization a tax authority gave your business.

Availability: in Studio, open your workspace and go to Modules > Accounting > Billing > Numerations. The page is titled Numeration Ranges. You need permission to read invoices to see ranges, to create invoices to add one, and to update invoices to edit one.

How numbering works

  • Numbering is optional. A workspace without any range issues its invoices without a number.
  • Numbers are taken when an invoice is issued, not when it is created. A draft has no number yet.
  • Numbers have no gaps. A refused issue uses no number, and two invoices never get the same number.
  • The number shows with your prefix and suffix. For example, a range with prefix FV- gives invoice numbers such as FV-1001.
  • One range at a time. When exactly one range is valid and has numbers left, invoices use it. When several are, each invoice must name its range in the Invoice Enumeration Range field.
  • Invoices and notes use separate series. A range is for one kind of document: invoices, credit notes or debit notes.

Create a range

  1. Go to Numerations and select Add.
  2. In Create Numeration Range, enter:
    • Identifier, for example the resolution or authorization number of the range;
    • Prefix and Suffix, the text placed before and after each number;
    • Numeration From and Numeration To, the first and last numbers of the range;
    • Valid From and Valid To, the dates the range can be used;
    • Fiscal Authority, if the range was authorized by a tax authority.
  3. Select Create.

The first invoice issued from a new range takes the Numeration From number. The platform keeps track of the last number used; you cannot set it yourself.

Ranges you create in Studio are for invoices. To create a range for credit notes or debit notes, use the API and set the document type of the range. See Credit and debit notes.

Watch range health

The Health column of the Numeration Ranges grid tells you which ranges need attention:

Health Meaning
Active The range is valid and has numbers left.
Expiring soon The range is valid but ends within 30 days.
Nearly exhausted The range is valid but has 10% or fewer of its numbers left.
Exhausted Every number in the range has been used.
Expired The range's Valid To date has passed.
Not yet valid The range's Valid From date has not arrived.

Select Refresh to update the grid.

Extend a range

  1. In the Numeration Ranges grid, open the range's actions and select Edit.
  2. Raise Numeration To for more numbers, or move Valid To for more time.
  3. Select Save.

Once a range has issued numbers, its Numeration From cannot change, and Numeration To cannot go below a number it has already issued.

Notices to your billing administrators

The platform warns the people who manage invoices in your workspace, and its owners and administrators, through their notifications:

  • When a range is running low. When an invoice takes a number and leaves its range nearly used up or close to its end date, they receive a notice with the numbers remaining and the days until the range expires. They receive it at most once a day for each range.
  • When a range is used up. When the platform cannot issue an invoice automatically because no range is usable, they receive a notice asking them to add or extend a range.

Each notice links to the Numeration Ranges page.

When no range is usable

If your workspace has ranges for a kind of document but all of them are expired or used up, issuing that kind of document is refused until you add a new range or extend an existing one. Nothing is numbered or issued in the meantime.

For developers

Ranges are available under /api/v2/AccountingService/InvoiceEnumerationRanges. Each range carries its document type: standard invoice, credit note or debit note.