Configure and assign customer invoice ID number sequence rules

By default, when adding or generating customer invoices, Turvo uses the shipment or order ID with “-1” appended to the end. For example, for Shipment 34675E, the customer invoice’s ID number would be “34675E-1”. However, in order to comply with requirements from customers or external financial systems, you may need your customer invoice ID numbers to follow different sequences.

To accommodate these needs, Turvo offers configurations for customer invoice ID number sequencing. Enabling this feature is self-service and can be done by Admin or Super Admin users on your tenant with access to the Admin console.

Important note: These rules are applicable to customer invoices that are created from within your Turvo tenant using the customer invoice template configured in your Admin console > Document templates page. You must have the Document templates feature enabled and the customer invoice document template configured to utilize this feature properly. See our Configuring Document templates in Admin console article to learn more about this feature.

Note: By default, customer invoicing is done at the shipment level in Turvo. Therefore, sequences will be applied to customer invoices created for shipments. However, if your tenant is configured for customer invoicing at the order level, these sequences will be applied to customer invoices created for orders. The same procedures are required for tenants using order-level customer invoicing, but will be applied when using the Add document modal in an order instead of a shipment.

Enabling the invoice sequencing feature

To enable the invoice sequencing feature:

Access the Admin console by clicking the profile icon at the top-right corner of the page and selecting Admin console from the drop-down menu.

From there, select the Rules tile.

In the Rules page, click the Payment option in the left pane.
In the Configurations section, click the Invoices segment header.

Click the Enable invoice sequencing toggle to enable the feature.
Click SAVE to complete the changes.

Note: After each configuration is saved, you’ll see the Update rules? pop-up. It’s important to note any rules enabled or disabled will affect your entire tenant. You can also choose to force all users in your tenant to refresh in order to apply the changes using the provided checkbox. To continue with the setup, click YES.

Configuring tenant-level customer invoice ID number sequence rules

The customer invoice ID number sequences can be created either at the tenant-level or the customer account-level. Creating a tenant-level sequence means that sequence can be applied to multiple customer accounts. When multiple customer accounts share the same sequence, customer invoice ID numbers will follow the same logic and will not overlap. No two invoices will have the same ID number, even if they are intended for different customers.

Creating tenant-level custom invoice ID sequences

To create a customer invoice ID number sequence that can be used across multiple customer accounts:

Navigate to the Admin console by clicking on your profile icon in the top right corner of your dashboard and select Admin console from the drop-down menu.
Click the Settings card.

On the Settings page, click the Shipments header to expand the section, then click the Invoice ID sequences segment header.
1. Note: If your tenant handles customer invoicing at the order-level, the Invoice ID Sequences segment is found in the Orders section instead.

Click the +Create sequence button to create a new sequence.

The Create new sequence modal will appear. Use the provided fields, detailed below, to configure the sequence:

Individual invoices/Batch invoice toggle: Use the toggle at the top of the modal to select whether the sequence being created will apply to individual customer invoices or batch invoices.
Sequence name: The name of the sequence. This is what will appear when selecting a sequence to apply from the customer account level ID number sequence configurations.
Length: The maximum number of characters used in the ID number sequence, including the prefix and suffix. A maximum of 30 characters is permitted.

If your financial management software (FMS) permits a maximum invoice number length that is less than 30, the Create and Edit sequence modals show warning text if you entered a number higher than your FMS’s character limit and prevents you from saving the sequence.

Number prefix and suffix: If the sequence requires a prefix or suffix, enter them in these fields. These can be an alphanumeric text, including special characters.
Starting value: The value that will be used for the first invoice created using the sequence. Only numbers can be entered.
Next value: The value that will be used for the second invoice created using the sequence. This field is read-only.
First/Next/Final invoice number: These read-only fields display the first, second, and final invoice numbers that will be created using parameters outlined in the fields above. Use these fields to gauge whether the length, prefix, suffix, and values applied in the fields above were correct.
Display leading zeros in invoice: If this toggle is enabled, any zeroes that appear at the beginning of the invoice ID number will be visible at all times. This may be necessary for syncing with your financial management system or for your customer’s records.
- Note: If the toggle is in the OFF position, the zeroes will be hidden in both the invoice document and when displayed within Turvo.
Assign to all customers: If this toggle is enabled, the sequence will be assigned to all customers in your tenant and the Assign to customer field will be removed.
Assign to customer: Type a customer account name into the field and then select from the matching results shown below to assign the sequence to the customer immediately upon creation. Multiple customers can be selected.

Once you are satisfied with the sequence’s parameters, click CREATE to create the sequence and automatically assign it to any selected customer accounts.

Example:

As an example, when creating a sequence using the following parameters:

If the following parameters are entered:
- Number Length: 12
- Number Prefix: Z1A
- Number Suffix: -N
- Starting value: 0000001
- Display leading zeros in invoice is enabled
Then the First/Next/Final invoice number fields will display as:
- First invoice number: Z1A0000001-N
- Next invoice number: Z1A0000002-N
- Final invoice number: Z1A9999999-N

Once assigned, this sequence will allow for 9,999,999 unique invoice IDs to be created.

Note: If the Display leading zeros in invoice toggle is off in this example, then the first invoice created would display as Z1A1-N, the next would display as Z1A2-N, and the 999th invoice would be Z1A999-N.

Managing existing sequences

Once created, both tenant-level and customer-specific sequences will appear in the Invoice ID sequences segment table and will display the following columns:

Sequence name: The name of the sequence.
Type: The type of invoice. Individual or Batch.
First/Final Value: The first ID number and the final ID number that can be applied using this sequence.
Customers: The number of customer accounts that the sequence is applied to.
% Used: The percentage of total possible customer invoice IDs that have been created and used with this sequence. For example, if your sequence could produce a total of 100,000 invoice IDs, and 8,000 have been created with this sequence so far, then the % Used field will display 8%.
Status: Indicates whether the sequence is Enabled or Disabled.
More actions (three vertical dots): Click the three vertical dots on the right of the row to open the More actions menu. From here, you can:
- Edit: Click Edit to launch the Edit sequence modal, where you can update the fields provided. Click SAVE once you are satisfied with your changes.
  - Note: When editing a sequence that has already been assigned to customer accounts, a warning will appear to inform you that the sequence is in use.
- Disable: Click Disable to prevent the sequence from being applied to customer accounts without fully deleting the sequence. This option only appears on sequences with the Enabled status.
- Enable: If the sequence has the Disabled status, click Enable to unlock the sequence.
- Delete: Click Delete to fully remove a sequence from your tenant or the customer account.

If you need to assign a tenant-level sequence to additional customer accounts, use the Edit option to launch the Edit sequence modal, update the Assign to customers field, and click SAVE.

Important note: Only one individual invoice and one batch invoice sequence can be used as a default for a customer account or for all customers. If you attempt to assign a tenant-level sequence to a customer account that already has a customer-specific sequence assigned to it, Turvo will prevent you from assigning the sequence. Likewise, customer-specific sequences cannot be assigned to accounts that already have a tenant-level sequence assigned to it.

Creating and assigning a customer-specific sequence

Invoice ID sequences can also be created for a customer account for use on their shipment or order invoices.

Note: While tenant-level sequences that are assigned to a customer account can be de-linked from the customer account page, tenant-level sequences must be assigned to customers from the Admin console.

To access these settings:

Navigate to Accounts > Customers in the left navigation bar. From here, you will be directed to a view containing all customer accounts.

Find and click into the customer account that you wish to update. From within the customer account, click the Details tab.
In the Details tab, click the Settings section header, then click the Invoice ID sequences segment header.

From here, you can create new sequences that are specific to the selected customer account and manage tenant-level sequences that are already assigned to the customer.
Use the +Create sequence button to add a sequence specific to the customer.
1. Notes:
Click CREATE to create and assign the sequence to the customer.

Managing assigned customer account sequences

Sequences assigned to or created in a customer account will be listed in the account’s Details tab > Settings section > Invoice ID sequences segment, with a table matching the one described in the Managing existing sequences section above.

From within the table in the customer account, click the More actions icon (three vertical dots) for a sequence. The only option found here is the De-link option, which will un-assign the customer from the sequence.

If you would like to assign a tenant-level sequence to the customer account or re-add a de-linked sequence, you will need to do so from the Admin console > Rules > Settings page, as described in the Managing existing sequences section above.

Creating a customer invoice

Once sequences are configured and assigned, your customer invoices will include your custom invoice ID numbers. See the following articles to learn more about the document templates feature and how to create individual:

Individual invoices

When using the Add document modal from a shipment or order to create a customer invoice, if a sequence was used to generate the invoice ID, the Invoice Number field will be read-only and display the message, “Next Invoice Number from sequence <Sequence Name> will be used."

Batch invoices

When using the Reports > Billing > Batch invoicing report to create batch customer invoices for shipments, ID sequences assigned for batch invoicing will appear in the batch invoice document’s Invoice number field.

Note: The batch invoice in Turvo will have its own Batch Invoice ID that is not connected to the ID sequence. This is shown in the Batch Invoice ID field.

Configure and assign customer invoice ID number sequence rules

Enabling the invoice sequencing feature

Configuring tenant-level customer invoice ID number sequence rules