When you need this
You need to know what Reference each SprintSuite document gets in Greentree, so references stay unique and you can trace a Greentree entry back to SprintSuite.
Before you start
Know where your company sets document numbering: invoice sequences, and PO numbering under Job/Project Settings if you use custom PO numbers.
Greentree references can be at most 20 characters, and a reference Greentree has accepted can't be reused for a new document.
Steps
1. Know which reference each document gets
SprintSuite document | Greentree Reference | Limit |
Customer invoice | The invoice number | 15 characters or fewer, to leave room for re-sync suffixes |
Customer invoice credit note (re-sync) | The original reference followed by CN | 20 characters |
Replacement customer invoice (re-sync) | The invoice number followed by -R1, -R2 and so on | 20 characters |
Purchase order | The PO number. A PR synced before approval uses PR plus its ID until the PO number is reserved. | 20 characters |
Supplier bill | BILL- followed by SprintSuite's internal bill ID | 20 characters |
Job receipt | REC- followed by SprintSuite's internal receipt ID | 20 characters |
2. Set up numbering before the first push
Make sure invoice and PO numbering produce unique values for each Greentree company.
Keep invoice numbers to 15 characters or fewer. Longer numbers are blocked before they're sent.
If you use custom PO numbering, choose a prefix and sequence that won't collide with numbers already in Greentree.
3. Correct a document that's already in Greentree
Customer invoices: use Re-sync to Greentree. SprintSuite posts a credit note, then a replacement invoice, and updates the SprintSuite invoice number to match. See Credit notes / re-push when Reference already set.
Duplicate reference: if Greentree says the number is already in use, change the SprintSuite invoice number, then re-sync.
Don't type a Greentree reference into SprintSuite by hand. Greentree is the record of what was posted.
What success looks like
Each posted document has one SprintSuite number and one matching Greentree reference.
Corrections create new references through re-sync, never a silent overwrite.
If it fails
Invoice number must be 15 characters or fewer → shorten it, then push.
Invoice number already in use → change the SprintSuite number, then re-sync.
Re-sync reference would exceed 20 characters → shorten the base invoice number, or contact SprintSuite support.
PO numbers colliding → fix the prefix or sequence under PO numbering before raising more POs.