# Reference Numbers

Source: https://docs.astalty.com.au/guide/participants/profile/reference-numbers

> Add custom reference numbers to a Participant and choose which ones show on their invoices.

Alongside the built-in identifiers on a Participant's profile - their NDIS Number, Aged Care ID, Medicare Number, Centrelink Number, and External ID - you can add any number of your own **reference numbers**. Each one is a simple **Label** and **Value** pair, such as an *Internal Reference* or a *Plan Manager Client Number*, and you can choose to show it on the Participant's invoices.

Use them whenever you need to record an identifier that Astalty doesn't have a dedicated field for, or that a funder, Plan Manager, or another system expects to see on your invoices.

## Where reference numbers appear

Reference numbers are shown in the **Reference Numbers** card on a Participant's profile, listed underneath their NDIS, Aged Care, Medicare, Centrelink, and External ID numbers. By default, Support Workers can't see reference numbers.

![The Reference Numbers card on a Participant's profile, showing the NDIS Number, Medicare Number and two reference numbers, Plan Manager Client Number and Internal Reference, with their values.](https://docs.astalty.com.au/assets/participant-reference-numbers-profile.png)

## Adding a reference number

Reference numbers are added from an existing Participant's profile, not while you're first creating them.

1. Open the Participant and click **Edit**.
2. Scroll to the **Reference Numbers** section and, under **Additional reference numbers**, click **Manage**.
3. In the drawer that opens, click **Add Reference Number**.
4. Enter a **Label** (what the number is, e.g. *Plan Manager Client Number*) and its **Value** (e.g. *PM-20417*).
5. Tick **Show on invoices** if this reference number should appear on the Participant's invoices.
6. Click **Create**.

Repeat for as many reference numbers as you need.

![The Participant edit drawer with the Additional reference numbers section highlighted, showing a Manage button and a table of Labels and Values, with an open eye icon on one row and a crossed-out eye on the other.](https://docs.astalty.com.au/assets/participant-reference-numbers-manage.png)

## Editing or deleting a reference number

In the **Manage** drawer, each reference number has a menu on the right. Use it to **Edit** the label, value, or invoice setting, or to **Delete** the reference number. You'll be asked to confirm before a reference number is deleted.

## Showing reference numbers on invoices

Any reference number with **Show on invoices** ticked appears in the recipient details (the "To" block) on the Participant's invoices, shown as its **Label** followed by its **Value**. The eye icon next to each reference number in the Manage drawer tells you at a glance whether it will show on invoices.

![A Tax Invoice with a reference number labelled Aged Care ID and its value, AC-38152740, highlighted in the To block, below the Participant's NDIS Number and Plan Manager Client Number.](https://docs.astalty.com.au/assets/participant-reference-numbers-invoice.png)

> **What about the NDIS Number, Medicare, External ID and Aged Care ID?**
>
> The **NDIS Number** always shows on invoices as it always has - it isn't a reference number and isn't affected by this feature.
>
> There is no longer a separate switch for showing the **External ID** or **Medicare Number** on invoices, and the built-in **Aged Care ID** field never shows on invoices. To put any of those on an invoice, add it as a reference number (with your own label) and tick **Show on invoices**.