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How to Set Up a Debtor Number on an Invoice

Some accounting teams require that a debtor number is applied to each organisation. This is so that they can better track payments and invoices issued to customers. In Nucleus it is possible to either manually or automatically assign a Debtor Number to all organisations.

How to Manually Add the Debtor Number to an Existing Organisation/Individual

  1. Go to Awards > Overview > Organisations
  2. Search for the relevant organisation or individual
  3. Click on … to Edit
  4. Scroll down to the Finance Details section
  5. In the Debtor Code field, input a six-digit Debtor Code
  6. Click Save & Close

Note – All new invoices will display the Debtor Number under the PO number.
If you wish to add the Debtor Number to an existing invoice, please follow the relevant instructions in this guide.

Automatically Assigning the Debtor Number

Instead of manually adding the Debtor Number to invoices, you can configure an automated process that will generate and assign sequential six-digit debtor numbers to all new and existing organisations.

  1. Go to Control Centre
  2. Click on Configuration Values in the System Administration section
  3. In the Name column, search for Auto assign debtor number
  4. Click Edit
  5. Input Yes as the value
  6. Tick the checkbox: If value is set to ‘yes’ all existing debtor numbers will be updated to the new auto-generated numbers and cannot be updated manually
  7. Click Save & Close

Note – As indicated, enabling this feature will override any previously manually-created Debtor Numbers. Review this guide for details on updating them accordingly.

How to Specify the Automatically Assigned Starting Number

To meet specific finance department requirements, administrators can define a custom starting number. This number is assigned to the organisation with the lowest ID, and so forth. Deleted organisations are ignored, but numbers already issued to deleted records are not reused.

  1. Log into the Admin Interface
  2. Go to Control Centre
  3. Click on Configuration Values under System Administration
  4. Search for Debtor number Increment
  5. Click Edit
  6. Enter the required six-digit starting number in Value
  7. (Optional) Tick the box to override existing debtor numbers
  8. Click Save & Close

Debtor Number Enhancement and Stripe Integration

To improve traceability and internal referencing between Nucleus and Stripe:

  • Debtor Number Meta Data in Stripe:
    Each transaction in Stripe now includes the associated organisation’s Debtor Number, recorded as a Meta Data field. This ensures alignment between financial systems and supports accurate reconciliation.
  • Debtor Number Format Update:
    All existing debtor numbers in Nucleus have been updated from five to six digits by appending a zero to the end (e.g., 30555 becomes 305550).
    New debtor numbers will increment from this six-digit format, ensuring continuity and consistency across the platform.

How to Show Debtor Number on Invoices

To include the Debtor Number on generated invoices:

  1. Log into the Admin Interface
  2. Go to Control Centre
  3. Click on Configuration Values in the System Administration section
  4. Search for Include debtor number on invoice
  5. Click Edit
  6. Input Yes as the value
  7. Click Save & Close

Once activated, the Debtor Number will appear below the PO Number on all newly generated invoices.

Note – If no Debtor Number exists in the organisation’s settings, ‘n/a’ will be displayed on the invoice.