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AJ-FLAME Copper Contributor

Automatically inserting a sequential invoice number

Currently I pay a company to print blank invoices with sequential numbers.

I am attempting to find a way to print a similar blank invoice (that I have created in excel) but on each copy i would like the invoice number to
increase by one. Is this possible to do without manually changing everyone?

I do not totally understand the concept of Macro's, but I have a basic knowledge on how to attach one to my system if necessary

EXCEL FORMULAS AND FUNCTIONS OFFICE 365

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HansVogelaar to AJ-FLAME
Aug 12, 2022

AJ-FLAME

The code that I posted will only run when you open the workbook.

As an alternative, remove the Workbook_Open code.

Then select Insert > Module in the Visual Basic Editor.

Copy the following code into the module:

1 Sub PrintInvoices()
2 Dim i As Long
3 Dim n As Long
4 n = Val(InputBox("How many copies do you want to print?"))
5 For i = 1 To n
6 With Worksheets("Sheet1").Range("D1")
7 .Value = .Value + 1
8 End With
9 Worksheets("Sheet1").PrintOut
10 End With
11 End Sub

Running this macro will prompt you for the number of invoices to be printed. The invoice number will be incremented each time.

If you wish, you can assign the macro to a button on the sheet, or to a Quick Access Toolbar, or to a keyboard shortcut.
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21 Replies Newest

lilygracia Copper Contributor

Hello,

Yes, it's absolutely possible to achieve what you're looking for without manually changing the invoice numbers on each copy. Using invoicing
software like FreshBooks, Xero, or Invoicera can simplify this process for you.

These platforms offer features for creating and managing invoices, including automatic numbering. Here's how you can do it:

1. Create Your Invoice Template: Design your invoice template in FreshBooks, Xero, or Invoicera. Include all necessary details such as your
company information, customer details, itemized list of products or services, amounts, taxes, and payment terms.

2. Set up Auto-Numbering: In the settings or preferences section of the software, look for an option related to invoice numbering or sequencing.
You can usually specify a starting number for your invoices. Once set, the system will automatically increment the invoice number with each new
invoice you create.

3. Generate Invoices: Whenever you need to create a new invoice, simply use the "Create Invoice" feature in the software. The system will
automatically assign the next sequential invoice number based on your predefined settings.

4. Print Blank Invoices: After generating the invoices in the software, you can choose to print them directly from the platform. Each printed invoice
will have a unique, sequentially increasing invoice number, eliminating the need for manual adjustment.

5. Optional: Learn About Macros: While using invoicing software should cover your needs, if you're interested in learning more about macros in
Excel for future reference, there are resources available online to help you understand and implement them. Macros can automate repetitive tasks
in Excel, but for your current requirement, using dedicated invoicing software would be more efficient.

By utilizing invoicing software with auto-numbering capabilities, you can streamline your invoicing process and eliminate the need for manually
changing invoice numbers on each copy. Let me know if you need further assistance with any of the software options mentioned.

Like 0 Reply

HansVogelaar MVP

Aug 12, 2022

AJ-FLAME

Let's say you want the invoice number in cell D1 on Sheet1.

Press Alt + F11 to activate the Visual Basic Editor.

Double-click ThisWorkbook under Microsoft Excel Objects in the Prpject Explorer pane on the left.

Copy the following code into ThisWorkbook:

1 Private Sub Workbook_Open()

Switch back to Excel.

Save the workbook as a macro-enabled workbook (*.xlsm).

You'll have to allow macros when you open it.

Each time you open the workbook, the invoice number will be increased by 1.
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Pindiboy Copper Contributor to HansVogelaar

HansVogelaar hi. What if i also want to protect the cell so manually changing the invoice number will not be allowed. the code below works
fine but if i protect the cell it gives an error

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HansVogelaar MVP to Pindiboy

Pindiboy

Hi, I have posted 5 macros in this discussion. Which one are you referring to?

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AJ-FLAME Copper Contributor to HansVogelaar

if I print multiple copies will each copy have a new number? or will the number only change when i reopen the file?

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HansVogelaar MVP to AJ-FLAME

AJ-FLAME

The code that I posted will only run when you open the workbook.

As an alternative, remove the Workbook_Open code.

Then select Insert > Module in the Visual Basic Editor.

Copy the following code into the module:

1 Sub PrintInvoices()
2 Dim i As Long
3 Dim n As Long
4 n = Val(InputBox("How many copies do you want to print?"))
5 For i = 1 To n
6 With Worksheets("Sheet1").Range("D1")
7 .Value = .Value + 1
8 End With
9 Worksheets("Sheet1").PrintOut
10 End With
11 End Sub

Running this macro will prompt you for the number of invoices to be printed. The invoice number will be incremented each time.

If you wish, you can assign the macro to a button on the sheet, or to a Quick Access Toolbar, or to a keyboard shortcut.

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