Invoice Numbers vs Transaction ID's (Sale ID's)

Transaction ID and Sale ID

A Transaction ID, also sometimes called a Sale ID, is a unique number allocated to all transactions within ROBOTILL. It is added to all print design layouts by default. 

The numbers will not always follow a sequential order for the following reasons:

  • There will be numbers skipped as a transaction ID is allocated to a sale in the beginning of a transaction and never used again. Examples of transaction ID's that will not end up in your list of sales will be voided sales, quotes converted to sales and transaction ID's allocated to a new sale at the end of a shift that is never used.
  • There might be big gaps in the transaction ID's. SQL Server generates these unique numbers in batches and sometimes discards an entire batch. Note that it is the unused numbers that are discarded. A big jump in your transaction ID's does not mean there is data missing.
  • Transaction ID's are allocated when a new sale is started and not when the sale is completed. Some sales will take longer to complete than others.

The Transaction ID / Sale ID cannot be reset and you cannot choose a starting number.

Invoice Numbers

If your business requires a sequential invoice number (or a sequential receipt number) you can use the Invoice number. The invoice numbers will follow a sequential order in the order that sales are completed.

You can choose a starting number for your invoice numbers. To change the starting number of your next invoice go to ROBOTILL Back Office > Home > Database > 'Set Invoice Number'.

When you set a new invoice start number, the next sale will start at that number. It will not change the invoice numbers that were already allocated to sales. You can move the invoice number forward or back as required.

Please note the following:

  • If you want to let your invoice numbers start at a smaller number again by moving your starting invoice number back, it will result in more than one sale with the same invoice number.
  • If you choose to use the invoice number you will need to add the invoice number to your receipts in the print design.
  • If you add the invoice number to your receipt, it is strongly recommended that you still also print the Sale ID on the receipt (even if it is in a smaller font at the bottom of the receipt) as the Sale ID is guaranteed to be unique while the invoice number might not be if you moved your starting invoice number back.

Original Transaction ID

When you convert a quotation to a sale, a new transaction ID will be allocated to the sale as it is a separate transaction. If you want to search for a sale using the original quotation number (the transaction ID allocated to the quotation), you can use the 'Original Transaction ID' in the search filter.

Ticket Number

A ticket number is normally used in a take-away shop and is printed on the receipt to call the customer when an order is ready. The ticket number is not unique and not sequential. How the ticket number is reset can be changed in General Settings