Clear Books has two broad categories of invoices: Sales Invoices and Purchase Invoices with the former being those you send to customers and the latter those you receive from suppliers. To distinguish them within the system, and guides, a purchase invoice is referred to as a Bill.


Although you can edit these, by default, when you create them, Clear Books prefixes invoices with INV and bills with PUR.


Although a supplier will use its own invoice numbering system - which you can note as a reference when entering it in the books - Clear Books uses the PUR prefix to uniquely identify the bill within your books.


Many businesses will not create (enter) invoices and bills within their books, preferring instead to enter sales and purchases directly from money paid into, or out of, the bank or cash accounts.  In these circumstances, Clear Books will generate an internal invoice or bill to match against the money in or out, and will prefix these REC and PAY.


Sales documents


The following types of sales documents are available in Clear Books.


INV - Sales Invoice.

REC - Sales Invoice created by the system from money received.

SCN - Sales Credit Note.

SRF - Sales Refund.

SRC - Sales Recurring template.

SBD - Sales Bad Debt.

SDT - Sales Draft Invoice.

QTE - Quote.

EST - Estimate

PF - Proforma

SO - Sales order


The last four are available in Sales > Quotes but first have to be enabled by the Quote toggle feature in Settings > Configure system.


Purchase documents


The following types of purchase documents are available in Clear Books.


PUR - Purchase Bill.

PAY - Purchase Bill created by the system from money paid out.

PCN - Purchase Credit Note.

PRF - Purchase Refund.

PRC - Bills recurring template.

PBD - Purchase Bad Debt.

PDT - Purchase Draft Invoice.

PO - Purchase order


The last type is available in Purchases > Purchase orders but first has to be enabled via the Purchase orders toggle feature in Settings > Configure system.


Voided documents


When any of the above are voided (deleted) they are saved under Void Invoices or Void Bills with the addition of a "V". For example a void sales invoice would have the prefix VINV whereas a void sales credit note would have the prefix VSCN. Voided transactions do not affect the figures of any reports.


Changing prefixes


If you would rather use your own prefixes instead of INV and PUR you can alter the default prefixes in Settings > Configure system > Invoice themes > Preferences. You are also able to set your own prefixes and numbering on any invoices and bills you import via Tools > Import.


Invoice numbering


Typically your sales invoice numbering will start from INV000001. Should you wish to start from a number other than 1, you can set your starting number in Settings > Configure system > Invoice themes > Preferences. There are also limited renumbering facilities in Toggle features and, again, automatic numbering can be overridden when you import invoices and bills.


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