Reference Number (Referenznummer)

A reference number — in German, Referenznummer — is an identifier that links one transaction to another. Unlike the order number, which the provider assigns, the reference number often comes from the customer or a third-party system: for example, the internal purchase-order number a company passes to its carrier so that delivery and invoice can later be matched automatically.

Typical examples in logistics

• Customer reference on a transport order: The shipper provides its PO or project number; it then appears on the delivery note, invoice, and in tracking.
• Payment reference: For bank transfers, the reference connects the payment to the invoice.
• Customs and authority references: Export documents and customs declarations carry reference numbers used to match shipments during inspections.

Why reference numbers matter

Purchasing, transport, and accounting usually run in separate systems. The reference number is the thread between them: goods receipt, invoice verification, and complaints only run smoothly when every document can be matched unambiguously. So: always fill in the reference field when booking a transport — it takes seconds and saves hours later. In a transport management system, reference, order, and tracking numbers travel automatically on every document.

Reference vs. order vs. tracking number

Number	Assigned by	Purpose
Reference number	Customer / third-party system	Link transactions across systems
Order number	Provider	Uniquely identify the order
Tracking number	Carrier	Track the individual shipment

Frequently asked questions

Can I choose the reference number freely? Yes, in most systems it is a free-text field. Pick something unique within your own systems.

Where do I find a shipment's reference number? In the order confirmation, on the delivery note, or in your carrier's overview — wherever the transaction is documented.

What if a shipment arrives without a reference? Then matching falls back to sender, date, and contents — exactly the manual work reference numbers are meant to avoid.