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 is determined by the journal: the number is composed on the basis of the settings on that journal.

An invoice or credit note number consists of a prefix, a sequence number and optionally a suffix. You also set the number of digits of the sequence number (#Numbers) on the journal.

In the prefix and the suffix you can have the year and the month of the invoice date filled in:

• Fyy becomes F26 for an invoice from 2026
• Fyyyy becomes F2026
• FyyMM becomes F2610 for an invoice from October 2026

If the year is in the prefix or the suffix, the numbering starts again at 1 every new year. The month has no effect on the counter: the sequence does not restart every month.

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 > master data > financial > 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: 16/10/2026