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Transaction Number Series

Transaction Number Series in Zoho Billing allows you to create custom numbering formats where you can set prefixes, suffixes, and numbering for different types of transactions to meet different business needs. This avoids duplication and helps you track transactions efficiently across different locations or transaction years.

When you create transactions in Zoho Billing, they are numbered by the default transaction series. For instance, the first invoice you create will be numbered as INV-001, the second invoice as INV-002, followed by INV-003 and so on.

However, some businesses might require their transactions to be numbered and tracked by a different transaction series that is not the default series. Let’s take the help of a scenario to understand this better.

Scenario: Brandon runs a hardware business with two store locations: Downtown and Uptown. To identify invoices from each location easily, he decides to use unique prefixes for their transaction numbers. In Zoho Billing, he configures two transaction number series, DTWN for the Downtown store and UPTN for the Uptown store. Now, whenever Brandon creates an invoice, he can select the corresponding transaction series based on the store location, and the invoice number will automatically include the appropriate prefix, helping him keep transactions organized and location-specific.

Similarly, you can create multiple transaction series in addition to the default transaction series. Each transaction series can be created with unique prefixes and series.

Insight: You can create transaction series for invoices, quotes, credit notes, subscriptions, customer payments, retainer invoices, sales receipts.

Once you’ve created a transaction series, you can select it while creating a transaction. Consequently, the transaction will be numbered based on the prefix and series that had been configured while creating the transaction series.

Here are a few actions you can perform with transaction number series:

Add Transaction Series

prerequisite: You must first enable locations in your organization to create a new transaction series.

You will be able to view the current transaction series for your transactions listed as the Default Transaction Series. In addition to the Default Transaction Series, you will be able to create new transaction series. To do this:

  • Go to Settings.
  • Select Transaction Number Series under Customisation.
  • Click + New Series in the top right corner.
  • Enter the name for the transaction series.
Pro Tip: If you’ve enabled the Locations feature in your organization, you can associate different business locations to the transaction series you create. This way, you can select two or more transaction series while creating a transaction for a specific location.
  • Enter the prefix or suffix, and the series numbers for the transactions of your choice.
  • Click Save.

Once you’ve created a transaction series, you will be able to select the transaction series while creating the respective transaction.

Edit Transaction Series

Insight: You can also edit the default transaction series.

To edit the transaction series you’ve created:

  • Go to Settings.
  • Select Transaction Number Series under Customisation.
  • Hover over the transaction number series and click Edit from the dropdown to the right of the transaction series.
  • Enter the prefix or suffix and the series numbers for the transactions of your choice.
  • Click Save.

Once you configure the transaction series, the transactions you create will be numbered based on the new prefix and series.

Delete Transaction Series

To delete a transaction series you’ve created:

  • Go to Settings.
  • Select Transaction Series under Customisation.
  • Hover over the transaction number series and click the dropdown in the right.
  • Click Delete.

Once you delete the transaction series, you will no longer be able to select the transaction series while creating a transaction, and the deleted transaction series information will no longer be available in your organization. However, the existing transactions created with the series will be available and can be edited.

Note: If you delete a transaction series associated with a subscription, its upcoming renewals will be associated with the default transaction series.
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