Invoice Numbers

[KGA]

I have a couple questions that I am hoping someone could answer:

1) Moving an estimate to a revision and deleting the empty estimate uses up an invoice number sometimes. Why?
2) How can I delete a repair order (no show, etc) and not use up an invoice number?

Thanks for any help you can give me.

[timbre4]

1. Estimates use "throw away numbers"; that is to say they are replaced by the next available RO/INV #. Not all of them will become real work orders.

2. Software rules require accounting for every RO/INV# including those for deleted orders.

It would cause several problems (conflicts, confusion, etc) to ever re-use these numbers.

[KGA]

To try and futher clearify-
We do quotes up for people and if they don't call back for an appointment, we delete them, no problem.
If we print out a work order and the customer doesn't show, or cancels, there is a problem. It's just a work order, why is it using up an invoice number?
Can the system ve set up to only use invoice numbers when work orders to converted into invoices at time of payment?

Thank you.

[timbre4]

The system cannot be changed as described.

I recommend preparing documents as Estimates ahead of time and only converting them to Repair Orders when they show up as I'm sure a number of shops already do.

[Rich]

I use to start everything as a RO and had these same issues. I would set down on monday and make a RO for every car for tuesday. then 4 would be no shows. The numbers were nuts. No I start an ESTIMATE for everything, IF they show up I change it to a RO.

[Jeff @ Able Auto]

Also I added "No Show" to the source field. So if I do convert to ro and it becomes a dead ro it can be tracked. It dont save the number but gives me some idea of why they are a zero.

[MRISICH]

If the estimate that you start is for a vehicle that has already been to your shop; I recommend that you start the estimate as a sub estimate in the revision tab. Then if the customer/vehicle is a no show it does not use a number, in addition if the customer comes in a week later you have all the information ready that you put together. If the customer/vehicle shows up three months later, your system will remind you via the green color revision tab.

[KGA]

Everything on our WIP screen is an estimate. Nothing gets converted to an RO until payment time.
WE convert to RO and then immediately convert to invoice.
We still intermittently get asked for a reason when deleting an estimate from the WIP screen and then an invoice number is used up.

[Silky7]

The reason some Estimates are immediately using an invoice number is due to how they are created. If you start an estimate, then hop immediately to Revisions and sell one to order, it will take the next RO/INV number.

If you stop at the Order tab and add anything else, such as a note or canned job first, then move to Revisions and sell one, it will get an estimate number.

That's why you're prompted for a reason when removing certain estimates and not others.

[KGA]

Thank you for all your help! We will be adjusting out procedures accordingly

[steven kiser]

Another point here adding to estimate to order. I TRACK every number and require all parts that aren't ordered on line to have the vin on it so I can track it. I get real intense when I can't apply a slip to an order or part only purchase. Any invoice printed on a Saturday I require the supplier to make copies and give them to me on Monday. Any time I'm on vacation or away for a day I want duplicates. I go into and look at all posted orders the next day and look to see how it was paid, cross against my daily check deposits and credit card batch. I've caught invoices where changes were made and needed detailed explanations to why. As a rule when I'm not here my son takes payments and his sorted past forces me to look at everything with a magnifying glass. I've fired employees for using the shop or supplies without asking me before or afterwards (with my consent) neglected to notify me that they used coolant, heater hoses, clamps, oil filter, air filter, etc. I need complete confidence all my employees are up front and honest. I track tire plugs, inspection stickers, headlamps and as many "cash" items as I can. I really hate playing the part of an agent but boiling it down to the most simple basic form is I have seven employees if each clips me for 5 bucks a day it's 35 bucks a week and eighteen hundred a year. Add in little items that weren't billed out on a vehicle and I could go on an all paid vacation for two weeks. Time is the biggest stolen item.