Adding Invoice Prefixes
In this guide, we’ll walk you through the process of adding invoice prefixes in Enlivy.
Invoice prefixes are an essential part of organizing and managing your invoices effectively.
Invoice Prefixes allow you to distinguish between different types of invoices by adding a unique identifier before the invoice number.
What Are Invoice Prefixes?
Invoice prefixes are custom identifiers added to the start of your invoice numbers.
For example, if you have different categories of invoices, you might use prefixes like INV123 for standard invoices or SERV123 for service-related invoices. These prefixes help you to easily categorize and identify invoices when managing your financial records.
Accessing the Invoice Prefixes Settings
To add a new invoice prefix in Enlivy, open the Enlivy app and navigate to the Settings menu on the left.
Then, go to Accounting and select Invoice Prefixes. This will open the section where you can manage your invoice prefixes.
From this menu, you can manage your invoice prefixes by editing or deleting any existing ones, or you can add new prefixes as needed.
Adding a New Invoice Prefix
Once you are in the Invoice Prefixes section, click the Add Invoice Prefix + button in the upper-right corner. This will allow you to enter a new prefix for your invoices.
Explanation of Fields when Adding an Invoice Prefix
When adding an invoice prefix, you’ll need to fill in the following fields:
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Name
This is the name or identifier for the invoice prefix (e.g., “Invoice” or “Service”). It helps distinguish between different invoice series.
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Alias
The Alias is the short name or identifier that will appear on the invoice itself, such as SERV for service-related invoices or INV for standard invoices. Unlike the Name, which is the full description used internally, the Alias provides a concise label that appears on the actual document, making it easier for both your team and clients to quickly identify the type of invoice. For instance, while Name might be “Service Invoice”, the Alias could simply be “SERV”.
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Type
The Type field allows you to select the specific type of invoice for which the prefix will be used. The available options are Standard, for regular invoices; Reversal, for invoices that reverse or credit a previous invoice; and Proforma, for preliminary or draft invoices, typically issued before the final bill.
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Description
A brief description of the invoice prefix’s purpose, helping clarify its use within your organization.
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Current Number
This is the current invoice number associated with the prefix. It determines the starting point for generating the next invoice number. If you change this number, the next invoice generated will start from this new value.
Example of Adding an Invoice Prefix
Let’s say you want to create a new invoice prefix for service invoices.
You can use Services as the Name, SERV as the Alias, and set the Current Number to 1001. The first service invoice will be labeled SERV1001. This will allow you to easily distinguish these invoices from other types of invoices.
Saving the Prefix
Don’t forget to click on Add Invoice Prefix to save your new invoice prefix successfully.
Viewing Your New Invoice Prefix in the Dashboard
Your new invoice prefix will appear in the Invoice Prefixes dashboard and will look like the example shown in the screenshot below.
