Why change Invoice Numbers?

Xero enforces a strict rule: Every Invoice Number must be unique.

📍 Where to find this setting?

Go to Settings > Business Portfolios. Click your business > Click the three dotsfor Xero > Settings. Scroll down to the Field Format Settingssection.

Go to Field Format Settings

To customize these fields, click inside the box and type the @ symbol. This will open a dropdown menu where you can select the available Tags.

  • Sales Order Invoice Number:

    • Configuration: Type @ and select [Sales Channel Code], type a hyphen -, type @ and select [Order No], type another hyphen -, then type @ and select [Order Date YYMMDD].

    • Result: Creates a unique ID like “POS-1001-251128”. This includes the store name, order number, and date to prevent duplicates.

  • Sales Order Reference:

    • Configuration: Type @ and select the [Order No] tag.

    • Result: This puts the simple order ID (e.g., “1001”) in the “Reference” column, making it easy to search for in Xero.