This article applies to Aiwyn Practice.
On Aiwyn Payments, Aiwyn doesn't generate invoice numbers. Each invoice comes from your practice management system already numbered, and its PDF file name must include that number. See Changes to the Invoice Template in your Practice Management System.
This article explains where the number on an Aiwyn Practice invoice comes from, and which settings decide it.
A draft and a sent invoice are identified differently
While an invoice is being prepared, Aiwyn identifies it by its draft ID. You can search the Draft Invoices list by draft ID.
The invoice number is the one your client sees. When a draft is sent, it moves to the Invoices module. There, the Invoice column shows its invoice number and the Aiwyn Draft Invoice column keeps the ID of the draft it came from. That link lets you trace any sent invoice back to the draft that produced it.
Aiwyn assigns the invoice number when the draft is sent.
The counter only moves forward
Invoice Number is read-only because Aiwyn maintains it, not your firm. Each new invoice takes the next number in the sequence, so a number isn't handed out twice. That matters because the invoice number is how you find an invoice: you search the Invoices list by it, and you select it to open the PDF.
No control lets a firm reset the counter or reuse a number.
Sent invoices keep their numbers
A sent invoice is a permanent record in the Invoices module and can't be edited. Billing errors are corrected with a credit adjustment or debit memo in Accounts Receivable, so the original invoice and its number stay as they were. See Why AR transactions are corrected, not deleted.
Reversing an invoice marks it Reversed and returns its work to draft so it can be billed again.
Numbering can continue from your previous billing system
During implementation, Aiwyn asks for the invoice number format and the last number issued in your previous system, for each billing entity. It also asks whether your numbering resets, for example every January 1. Aiwyn uses those answers to continue your sequence, or start an agreed new one, without reusing a number your clients already hold.
Related
- How an invoice is issued and delivered
- Invoices list reference
- Why AR transactions are corrected, not deleted