Number sequence for invoices
Decide what invoice numbers look like and when the counter starts over. Theatilo shows you the next number before you save your changes.
Web
Chöre›Chor›Kassenbuch›Einstellungen›Rechnungen›Nummernkreis
This feature is only available on the web.
Permission required: Cashbook – Manage invoice settings
What is this?
The Number sequence determines the format of your invoice numbers. The default is RE-%Y-%04N, restarting every year, which gives for example RE-2026-0001. The number is only assigned when you finalize; drafts do not have one.
How to set up the number sequence
- Open Ensembles, choose your choir and go to Cash book > Settings > Invoices.
- Choose Number sequence at the top.
- Enter the format, such as
%E-%Y-%04N. - Under Restart numbering, choose: Never reset, Yearly (on 1 January) or Monthly (on the first of the month).
- Check the Preview next invoice number and the Current counter.
- Click Save format.
Set counter
In the Set counter section, enter a New counter value and click Set counter. After the confirmation prompt, the next invoice gets the value plus 1. Theatilo records this in the choir’s security log.
Permission
You need Manage invoice settings.
Tips
- Decide on the format before the first invoice and avoid changing it afterwards.
- If you are taking over an existing numbering, set the counter to the last number used.
Frequently asked questions
Which placeholders are there?▾
%Y year, %y two-digit year, %m month, %M month name, %d day, %Q quarter, %E choir abbreviation, %K account abbreviation and %N for the running number. With %04N the number is padded with zeros to four digits; %02N to %09N are possible. %N must appear in the format.
Are there several number sequences?▾
No, one number sequence per choir. With %K you can put the account in the number, but the counter is the same for all invoices. Credit notes also get their number from this sequence.
Can there be duplicate numbers?▾
No. Theatilo assigns the numbers strictly one after the other when finalizing, even if two people finalize at the same time.
What is Set counter for?▾
For a real restart, for example when you continue an existing numbering. The next invoice gets the value you entered plus 1. Invoice numbers must have no gaps, so only set the counter with care and never turn it back.
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