With Mary's help, Linda has figured out a few things about the legislation. She will continue the setup having these explanations in mind. Mary stays by her side to see how to configure Frisbii, but also to answer her questions if necessary.
Beware: the intervention of an administrator is mandatory here because the configuration of the numbering series can only be done after having unchecked the following boxes on the Administration tab of Frisbii (accessible only to administrators):
Prevent the invoice/credit note number from being modified.
Prevent the numbering periodicity from being modified.
Don't forget to check them again once the settings have been made, because they prevent any modification and thus guarantee the correct use of Frisbii according to your set up.
Prefixes and Numbering Periodicity
In the Corporate Names tab Linda has already been able to configure the numbering periodicity, the invoice and credit note prefixes. In the related list named Numbering Series she will be able to go further in the configuration. Mary and Linda first check the prefixes that Linda has set up in the Corporate Names tab.
Cloud Kicks has chosen a monthly periodicity. The invoice reference should match INV-21-09.
Mary validates Linda's configuration.
Reminder: The prefix can contain dynamic variables:
- For Year on 4 digits {!AAAA}, on 2 digits {!AA}
For Month on 2 digits {!MM}
Note: If you have set the periodicity to monthly, the issuing of a first invoice for a period of one month triggers the creation of the numbering serie. It is not necessary to create it manually by going to the related list that we will now discover.
Composition of the invoice reference
Dans Frisbii vous trouvez deux notions de nommage de facture.
Invoice Name
The name of the invoice is just a five-digit id that is given automatically when the invoice is created. This field is therefore filled in for invoices in draft status and in issued status.
The first invoice has the name 00001.
You can only delete invoices in draft status. As a result, it is possible to interrupt the chronology of this counter.
Invoice Reference
The invoice reference on the other hand follows the rules indicated in the previous article on invoice numbering.
This field is composed as follows:
- Prefix specified in the Corporate Name tab and the numbering serie, for example: INV-{!AAAA}-.
- Automatically added 5-digit counter, starting with 00001 by default.
The first issued invoice will therefore have the reference INV-2021-00001.
How to set up the numbering period
Mary explains to Linda that the accounting department has already issued invoices for the current month using the prefix they have set up on the Corporate Names tab. Therefore, the first invoice issued using Frisbii for the current month cannot have the reference INV-2021-04-0001, but must have the reference that corresponds to the last invoice issued outside of Frisbii. Linda needs therefore still to configure the first numbering serie. The following ones will be created automatically when the first invoice with the corresponding invoice date is issued.
Steps
- Go to Corporate Name tab.
- Then to the related list Numbering series.
- Click on the New button.
Note: This button may not be displayed by default in your version. Please find below in this article the steps how to display the button on the page layout.
1 - Start Date : You can set a start date for the numbering period if necessary (it is not mandatory). For a monthly numbering period it will be the first of the month.
2 - End Date : You can set an end date for the numbering period if necessary (it is not mandatory). For a monthly numbering period this is the last day of the month.
3 - Frequency : as already mentioned for the Corporate Names tab, you have to choose a periodicity for the numbering period.
Infinite: there is no limitation or end of the numbering period
Monthly: reset the numbering every month
Annual: reset the numbering every year
4 - Locked Period : if you check this box, you lock the numbering period, i.e. you will not be able to issue any more invoices after the end date. This allows you to avoid invoices issued in the past, if your numbering period is a monthly period. If you do not lock the periods, it is possible to issue an invoice on an invoice date of this period even after the end of the month.
5/6 - Invoice Prefix/ Credit Note Prefix : Fill in the same prefixes as the ones you have set up on the Corporate Names tab. If the two do not match, you will get an error message when the invoice is issued.
7/8 - Invoice Number/ Credit Note Number : You will be able to choose the next invoice/credit note number issued during setup. Once your invoicing period started, you can easily see the number of your next invoice/credit note here.
Reminder: During the Frisbii setup, you have probably already started invoicing outside Frisbii and you need to initialize this number so that the numbering (which is mandatory) can keep the Chronological, Continuous and Unbroken aspect.
You can also indicate the date of the last invoice to confirm this chronology.
9/10 - Last Invoice Date/ Last Credit Note Date: These fields show you the dates of the last invoice/credit note issued once you are in production. During setup you can do as Mary and Linda did and fill in the dates of the last invoice/credit note issued before Frisbii started.
Beware: We have already mentioned that it is possible to issue an invoice/credit note in the past if the periodicity is monthly. If you have chosen an annual or infinite periodicity, you cannot issue an invoice/credit note on a date prior to the date of the last invoice/credit note issued displayed here.
This is a legal obligation in order to keep the chronology of the numbering. Please read the article Invoice numbering to learn more.
Once you have finished your configuration, click on the Save button.
Specific case: Accounting period over two years
Let's imagine that your accounting period is over two years: for example from 01/07/25 to 30/06/27.
For each year, you would have to set up two numbering periods: one from 01/07/25 to 30/06/26 and one from 01/07/26 to 30/06/27. It will therefore be necessary to set up different prefixes to differentiate the years when issuing invoices thanks to the chronological number.
Example of prefix:
from 01/07/25 to 30/06/26: INV-25/26
from 01/07/26 to 30/06/27: INV-26/27
Here is the configuration of the Numbering Period for 01/07/25 to 30/06/26:
Adding the New button to the related list Numbering period
It is possible that the New button is not present in your page layout of the related list of the Corporate Names tab object. Please follow this procedure to add this button.
Steps
- Go to Configuration > Object Manager
Type Corporate Name in the Quick Find Box.
Open the Corporate Name object.
- Open the Page Layout.
- Then click on the name of the current page layout.
- In the page layout, click on the small tool icon that you can see on the related list Numbering series.
- Click on the + button in the Buttons section.
- Check the check box New to add the button.
- Click OK to confirm your configuration.
- Then click Save.
Now the New button is available on the associated list.
Adding the start date to the page layout of the Numbering period object
It is possible that the Start Date is not present in your page layout of the Numbering Period object. Please follow the procedure to add the field.
Steps
- Go to Setup > Object Manager.
- Type Numbering Period in the Quick find box.
- Open the Numbering Period object.
- Click on Page Layout.
- Then click on the name of the current page layout.
- Go to Fields section.
- Drag the field Start Date into the Information section above the End Date.
- Click on Save.
You surely need to refresh your page or maybe even to delete the cache of your browser to see the field.