Sequential Invoice and Credit Memo Number Assignment

Invoice and Credit Memo Number Assignment

Invoice and credit memo numbers are assigned based on how you create or post invoices and credit memos, or ingest invoices. These scenarios show when and how the invoice and credit memo numbers are applied.

• Setup: If you turn on Mandate Sequence Policy for Posted Invoices, every invoice record must have an invoice number before you post. If an invoice number isn't assigned, the invoice moves to Error or Posting In Progress status. A Revenue Transaction Error Logs (RTEL) is logged for the Invoice record with the sequencing error details.
• Setup: If you turn on Mandate Sequence Policy for Posted Credit Memos, every credit memo record must have a credit memo number before you post. If a credit memo number isn't assigned, the credit memo moves to Error status. A Revenue Transaction Error Logs (RTEL) is logged for the Credit Memo record with the sequencing error details.
• Generate Invoices: When you generate posted invoices by using the Generate Invoices option on Account or Order record, or via the Invoice generation API invoice numbers are automatically assigned to the posted invoices.
• Generate Credit Memo: When you generate a credit memo by using the Standalone Credit Memo API, the Void Credit Memo API, the Post a Draft Memo API, the Create and Apply Credit Memo API, or the Negative Invoice Lines to Credit Conversion API, a credit memo number is automatically assigned if the credit memo is posted and matches a unique active sequence policy.
• Invoice Run: When you schedule an invoice run by using the Billing Batch Scheduler, invoice numbers are automatically assigned to all posted invoices.
• Draft to Posted: When you post an invoice or a credit memo, an invoice or credit memo number is automatically assigned to it.
• Preview Invoices: Invoice previews don't create actual Invoice records, so no invoice number is assigned to them.
• Void a Posted Invoice: If you void a posted invoice with an invoice number, the number remains assigned to the voided invoice and can’t be reassigned to another invoice. The credit memo created to void the invoice isn't automatically assigned a credit memo number. This is because the credit memo transitions from a pending status to a voided status without ever being posted. To assign a sequential number to this credit memo, use the Sequence Assignment API.
• Void a Posted Credit Memo: If you void a posted credit memo with a credit memo number, the number remains assigned to the voided credit memo and can't be reassigned to another credit memo. The credit memo generated as a result of the void operation isn't assigned a credit memo number, because it isn't posted through the standard posting flow.
• Invoice Ingestion: For an ingested draft invoice, an invoice number is assigned during the posting process, provided the invoice aligns with a unique active sequence policy. When an already posted invoice is ingested, the Mandate Sequence Policy for Posted Invoices setting determines whether the invoice is accepted. If you enable this setting, a preexisting invoice number must be supplied in the Invoice Ingestion API payload, as the system won't generate one. If you disable this setting, even an ingested posted invoice without an invoice number is accepted.

Note An invoice number isn't assigned if:

• Multiple active sequence policies match the same invoice record.
• No active sequence policies match the invoice.