Troubleshooting - Invoice RefNumber FAQ

Problem Description:

I have invoice number (RefNumber) from my own table outside of QuickBooks. But if QuickBooks user creates invoices directly in QuickBooks then QuickBooks keeps new incrementing invoices automatically and the next invoice I create using my outside table will be incorrect.

I need to be able to replicate what QuickBooks does in determining the next QuickBooks invoice number. What do you recommend?

Solutions:

While inserting new invoice from QODBC, if you do not pass RefNumber, QuickBooks will automatically manage and assign a RefNumber to the newly inserted invoice.

Well, if you would like to specify the RefNumber, and RefNumber is numeric, it should be easy to sync up, just get max RefNumber from the Invoice table( of current year) and then add 1 to it and then specify it in the insert statement.

Problem Description:

How do I Auto increment Ref Number for Invoice?

Solutions:

While inserting new invoice from QODBC, if you do not pass RefNumber, QuickBooks will automatically increment and assign a RefNumber to the newly inserted invoice.

For Example: If RefNumber of the last Invoice is 1111, then QuickBooks will assign 1112 as a RefNumber for newly created Invoice automatically.

Problem Description:

How do I Get max and insert RefNumber for Invoice?

Solutions:

You can get max RefNumber for Invoice by using below query & add 1 to result and can create new Invoice:

SELECT Max(RefNumber) FROM InvoiceLine  

We got 2581 as max RefNumber. Now we are creating the new invoice with RefNumber 2582.

INSERT INTO InvoiceLine (CustomerRefListID, RefNumber, InvoiceLineItemRefListID, InvoiceLineDesc, InvoiceLineRate, InvoiceLineAmount, InvoiceLineSalesTaxCodeRefListID,FQSaveToCache) VALUES ('620000-1071526513', '2582', '240000-933272656', 'POWERTRAK-2000', 200.00000, 200.00, '20000-999022286',0)

Problem Description:

What happens If I use the same RefNumber for Invoice creation?

Solutions:

QuickBooks is allowing duplicate RefNumber. So when you use the same RefNumber for Invoice creation. QuickBooks will create Invoice with duplicate RefNumber/

For Example: If RefNumber of the last Invoice is 1111, then QuickBooks will assign 1112 as a RefNumber for newly created Invoice automatically.

Problem Description:

How do I Auto Increment Alphanumeric RefNumber for Invoice?

Solutions:

First, create any Invoice from QuickBooks UI & assign alphanumeric RefNumber "R0001T". Now create new Invoice from QODBC & do not pass RefNumber, QuickBooks will automatically increment and assign a RefNumber (i.e. "R0002T") to the newly inserted invoice.