If you need to create invoices for your business, you can use one of the many invoice templates found on Office.com. Although these templates are a great starting point, they won’t automatically generate unique invoice numbers—you’ll need a macro for that.
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I was going through the questions on the Microsoft Excel Community, and one of the questions was on generating random numbers in Excel between 1 to 10, where none of the numbers repeat. My first instinct was to use the RANDBETWEEN function. I did a quick check in Excel, and it failed me – there.
I found what I thought would help me create a unique ID for each row of data in an Excel spreadsheet. Ideally, I would like to automate this with maybe VBA and a button or trigger of some sort, but I could start with just a formula. I have rows of data with the first cell being the group number. Then each row of data within each group is unique. While we are working in Excel, we often come across to number rows in a dataset stored in Excel. The most common way to do this is by entering serial numbers manually. But what if you are having thousands of rows? And you keep adding and removing rows in between the dataset. It would be very tough. Numbering in excel means providing a cell with numbers which are like serial numbers to some table, obviously it can also be done manually by filling first two cells with numbers and drag down to the end to table which excels will automatically fill the series or we can use the =ROW formula to insert a row number as the serial number in the data or table. It's not so easy with month because it is text while the DATE function needs a number. Luckily, Microsoft Excel provides a special MONTH function that can change a month's name to a month's number: =MONTH(serialnumber) For the MONTH function to understand it deals with a date, we put it like this: =MONTH(1&C2).
Excel MVP Bill Jelen graciously offered up a video that demonstrates how to create just such a macro, along with a number of other useful tips. Thank you, Bill!
What’s in the video
Here’s a breakdown of the overall proccess:
- 1:03: Make whatever customizations you like, and then save the invoice template in a file format (.xslm) that is macro-friendly.
- 1:26: Create a macro that automatically 1) increments the invoice number and 2) clears cells on the worksheet so you can start fresh on the next invoice.
- 3:00: Attach your macro to a shape, so that you can run it easily from the invoice worksheet.
- 3:44: Create another macro that lets you save a copy of the invoice as a macro-free file (.xslx) with a unique file name.
- 4:33: Attach that second macro to a different shape in the workbook.
- 4:58: Save the master version of the workbook as a macro-enabled (.xslm) file.
The macro code
If you want to try this yourself, feel free to reuse Bill’s VBA code for the two macros.
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If you’ve never used macros before, your copy of Excel may have macros turned off, even for .xlsm file types. To check, use the keyboard sequence ALT+T, M, S to get to macro settings in the Trust Center dialog box. If Disable All Macros without Notification is selected, choose Disable All Macros with Notification instead. If you use this option, Excel prompts you to enable macros each time you open a file that has them.
Macro #1: Generate the next invoice number
Sub NextInvoice()
Range(“E5”).Value = Range(“E5”).Value + 1
Range(“A20:E39”).ClearContents
End Sub
Range(“E5”).Value = Range(“E5”).Value + 1
Range(“A20:E39”).ClearContents
End Sub
Macro #2: Save invoice with new name
Sub SaveInvWithNewName()
Dim NewFN As Variant
‘ Copy Invoice to a new workbook
ActiveSheet.Copy
NewFN = “C:aaaInv” & Range(“E5”).Value & “.xlsx”
ActiveWorkbook.SaveAs NewFN, FileFormat:=xlOpenXMLWorkbook
ActiveWorkbook.Close
NextInvoice
End Sub
Dim NewFN As Variant
‘ Copy Invoice to a new workbook
ActiveSheet.Copy
NewFN = “C:aaaInv” & Range(“E5”).Value & “.xlsx”
ActiveWorkbook.SaveAs NewFN, FileFormat:=xlOpenXMLWorkbook
ActiveWorkbook.Close
NextInvoice
End Sub
How Do I Create A Serial Number In Excel
For more great tips, visit Bill’s site, MrExcel.com. Also, if you’re new to the concept of VBA and macros, and you’d like to explore further, check out Get started with VBA in Excel 2010 or Create or delete a macro.
— Anneliese Wirth
Active1 year, 2 months ago
I found what I thought would help me create a unique ID for each row of data in an Excel spreadsheet.
Ideally, I would like to automate this with maybe VBA and a button or trigger of some sort, but I could start with just a formula. I have rows of data with the first cell being the group number. Then each row of data within each group is unique. The problem is I need to assign a basic ID to each row starting with 1 and up to however many are in the group. The data is dynamic and constantly changing, so each time changes are made, I need to filter out the group and manually fill down the numbers. I found this formula (returning the number value in column D but looking for group numbers in A), but it does not work.
=IF(A2='1',1+MAX($D$1:D1),')
Is there another way? Different function?
JNevill34.3k33 gold badges2121 silver badges4747 bronze badges
S. WallS. Wall
1 Answer
If you are looking for incremental values in D within each group, paste this formula into D2 cell and drag it all the way down:
Michał TurczynMichał Turczyn22k1313 gold badges2525 silver badges4242 bronze badges