QuickBooks Online invoice numbering issue (Halo 2.250+) — Ref 1542896

In this guide we will cover:

- QuickBooks Online invoice numbering issue (Halo 2.250+)

Who is Affected#

You are affected if both of the following settings are enabled in your Halo configuration:

1. "Generate a unique system ID per document type (Invoice, Bill etc)"

2. "Sync Halo Invoice/Credit Note number to QuickBooks Online" set to Yes

"Generate a unique system ID per document type (Invoice, Bill etc)" is found under Configuration > Billing > General Settings

Fig 1. Setting to generate a unique system ID per document type

"Sync Halo Invoice/Credit Note number to QuickBooks Online" is found under Configuration > Integrations > QuickBooks Online > QuickBooks Online Companies > select a connection > Syncing to QuickBooks Online.

Fig 2. Setting to sync the Halo document number to QuickBooks Online

What this Means for You#

Because the numbering source has changed, there is a chance of either gaps appearing in your QuickBooks invoice number sequence, or duplicate invoice numbers being created in QuickBooks Online.

What you need to do#

Any invoices already affected will need to be resolved manually by editing them in QuickBooks Online and applying the correct sequential invoice number.

There are then two options available to you:

Option 1 —  Disable the setting (recommended if you want to stop the issue immediately)

Disable the "Generate a unique system ID per document type" setting. Halo will then continue to use the Halo System ID exactly as it did prior to version 2.250.

Option 2 — Manually correct any existing invoices in conflict today, then change Next System ID

In QuickBooks Online, manually correct any existing invoices that have a conflicting. Then set the 'Next System ID' for invoices to be the next number after your highest invoice number. This is set under Configuration > Advanced Settings > Set Next System IDs > Update the next Invoice ID. This will reconcile the conflict and allow normal non-manual intervention in invoice generation

The Fix#

This issue is being tracked internally under reference 1542896. The fix will be included in version 2.250.63.

Once you are on the version containing the fix, you will be able to choose whether to use the Halo System ID or the generated Type ID. This option is found under Billing Configuration > General Settings, via the setting "Send the ID per invoice type to QuickBooks Online as the invoice number".

Fig 3. Send the ID per invoice type to QuickBooks Online as the invoice number

Any duplicate Invoice Numbers can be found by creating a report using the below SQL query:

SELECT ih.ihid,ih.IH3rdPartyInvoiceNumber,ih.IHInvoice_Date

FROM invoiceheader ih

INNER JOIN (

    SELECT ih3rdpartyinvoicenumber

    FROM invoiceheader

    WHERE ih3rdpartyinvoicenumber IS NOT NULL

      AND LTRIM(RTRIM(ih3rdpartyinvoicenumber)) <> ''

    GROUP BY ih3rdpartyinvoicenumber

    HAVING COUNT(*) > 1

) dupes

    ON ih.ih3rdpartyinvoicenumber = dupes.ih3rdpartyinvoicenumber