Configure document numbering

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Marketplace Managers can configure document numbering prefixes for invoices and credit memos on the Invoice & Credit Memo page. You can set unique or identical prefixes for invoices and credit memos. Prefix configuration is also available via API.

Document numbering is configured in the Document numbering section on the same page as payment terms, invoice headers and content, tax display settings, and other invoice and credit memo settings.

Prerequisites

This topic applies when the enhanced invoice feature is enabled. The feature is enabled by default for new marketplaces. When it is enabled, the Invoice & Credit Memo menu item appears at Manage > Marketplace > Billing Settings.

If Invoice & Credit Memo does not appear on your marketplace, contact your AppDirect technical representative.

Overview

Invoice and credit memo prefixes control how document numbers appear in the marketplace UI, on downloaded PDFs, and in billing records. Each document type can use its own prefix, or both can share the same prefix.

For example:

• If the invoice prefix is INV-, a new invoice might display as INV-1001.
• If the credit memo prefix is CM-, a new credit memo might display as CM-5001.

Prefixes apply to newly generated invoices and credit memos. Existing document numbers are not changed when you update prefix settings.

Prefix validation

When configuring numbering prefixes, note the following:

• You cannot use spaces.
• Special characters are restricted to hyphens (-) and slashes (/).

If a prefix value does not pass validation, the marketplace prevents you from saving the configuration until the value is corrected.

Dynamic variables

The Document numbering section supports dynamic variables in prefix values. Variables let you include values such as date components in the prefix without entering a fixed string for every document.

Available variables are shown in the Document numbering section when you configure prefixes. Use the variables listed in the UI when building prefix values for invoices and credit memos.

Configure document numbering prefixes

To configure document numbering prefixes

1. Go to Manage > Marketplace > Settings > Invoice & Credit Memo. The Invoice & Credit Memo page opens.
2. Open the Document numbering section.
3. Configure prefix values for invoices and credit memos. You can set unique or identical prefixes for both document types.
4. Click Save.

Where configured prefixes appear

Configured prefixes appear in the following places:

• Invoices — The Invoice number on invoice list and detail pages, and on downloaded invoice PDFs when invoice templates display the invoice number.
• Credit memos — The credit memo number on credit memo list and detail pages, and on downloaded credit memo PDFs.

For more information about viewing invoice numbers, see View invoice details. For credit memo workflows, see Create credit memos and Manage credit memos.

Limitations

• Prefix changes apply to documents generated after you save new prefix values. Previously issued invoices and credit memos keep their original numbers.
• Credit memos can have prefixes that are different from invoice prefixes. Configure each document type separately in the Document numbering section.
• Prefix configuration is managed on the Invoice & Credit Memo page. It is separate from invoice template content configured in Document Builder.