If you use an accounting system like Quickbooks and will be pushing Vinosmith Orders to Quickbooks as Invoices, than this is an important field.

With both systems (Vinosmith & Quickbooks) capturing orders, they will use a linear invoice sequence (1 .. 2 .. 100 .. 120 .., etc).

The issue arises when invoices are created in Quickbooks (perhaps you create a Direct-to-consumer) invoice straight in your Quickbooks and this means that now Vinosmith and Quickbooks get out of sync - invoice numbering-wise.

When you attempt to push an invoice from Vinosmith to Quickbooks and the invoice number has already "been taken," than Quickbooks will reject the incoming invoice.

The solution is to use the invoice prefix to ensure the Vinosmith-generated invoice is unique.

Example: let's say your company name is Acme Distributing - you'd enter AD into the Invoice Prefix field. Now all orders generated in Vinosmith would look like AD1 ... AD2 .. AD1001 , etc. When these invoices are pushed to Quickbooks that prefix would carry over as well, and since there is no way Quickbooks would generate an invoice with that prefix (it's Vinosmith-specific) there is no concern the two values would collide.

How To Specify an Invoice Prefix

  1. Click on the Wines tab; then click Manage Suppliers on the left.
  2. Click on the Supplier you would like to edit
  3. Click Edit on the left. Scroll down and locate the Invoice Prefix field and enter your desired prefix.
  4. Click Save.

Please note: only orders created after the prefix has been specified will include the prefix. Existing orders do not have a prefix.

To learn how to fast-forward the invoice number, click here.