Managing your invoice numbers in Robaws

Every invoice is assigned a unique number, the invoice number. It is a legal requirement that invoices have a unique and consecutive number.

Quick links:

• How do I determine my invoice numbers?
• My numbering is no longer correct - what now?
• Adjusting the numbering to the new financial year

How do I determine the numbering of my invoices?

The invoice number that the invoice is given is determined by the journal.
The numbering is composed on the basis of the settings on the journal.

An invoice number or credit note number has two parts and consists of a prefix and a number of digits at the end. You can set the number of digits an invoice has to be given on the journal itself as well.
The prefix is usually built up from the year (y):

• Fyy = the prefix for 2025 is translated here as F25
• Fyyyy = the prefix for 2025 is translated here as F2025

My numbering is no longer correct - What now?

Once you have created an invoice, your invoice is assigned a number. If that number is no longer correct according to the automatic numbering, you have to go through 2 steps to get the automatic numbering right again.

1. Change the invoice number manually
2. Change the next number in the journal settings

Changing the invoice number manually

For an invoice that has already been created, you have to change the number manually. To do so, click the change number action button (pencil) at the top of the invoice.
You can then enter the number this invoice has to be given manually.

Changing the next number in the journal settings

You can get the automatic numbering to run correctly again by setting the next number on the journal.
To do so, go to the settings of the journal (settings > general > master data > financial > journals). Open the journal whose numbering you want to put right.
After clicking 'change next number', you can let the numbering for a particular year run automatically again by entering the next number an invoice has to be given.

Adjusting the numbering to the new financial year

My financial year starts on 1 January

If your new financial year starts on 1 January and your invoice numbers are built up with the prefix 'Fyy', you do not have to do anything. At the start of a new year the prefix then changes automatically and the numbering of your invoices starts again at 1.

Example: your last invoice of 2024 is F240358. Your first invoice in 2025 will automatically have the following number: F250001.

My financial year does NOT start on 1 January

If your new financial year does not start on 1 January but at some other moment, you have to adjust the numbering manually, once, at the start of a new financial year.

1. at the start of the new financial year, go to settings > general > journals
2. open the correct sales journal
3. change your prefix manually to the correct year
4. if you want the numbering to start from 1 for the new financial year, click 'change next number'
5. change the 'next number' to 1 -> the example shows you the number of your next invoice

Updated on: 08/09/2026