Invoice and order defaults overview

When you create a new invoice or order you can set your cursor to appear in the Type box or the A/C box by default. If you select this check box the cursor defaults to the A/C box. Clear this check box and the cursor defaults to the Type box.

If you select this check box the cursor defaults to the Quantity box in the Edit Item Line window of a product invoice or credit note, as well as on a sales or purchase order. Clearing this check box, means the cursor defaults to the Product Description box.

Sage 50 Accounts Professional only

If you want the special product codes to appear in the drop-down lists in the Invoicing, Sales Order Processing and Purchase Order Processing windows, select this check box.

Sage 50 Accounts Professional only

If you want to place purchase orders generated from shortfalls on order automatically, select this check box.
For more information refer to the ShortFall Generator information.

Use this option to ensure that you do not overwrite the automatically assigned invoice, sales order or purchase order number. The Autonumber facility is unlocked when you use your software for the very first time. If you want to lock the numbering, select this check box.

If you want to assign your own number to a new invoice, credit note, sales order or purchase order, do not select this check box.

In Purchase Order Processing, when you save a purchase order by default the software prompts you to confirm that you want order stock. If you prefer not to see this message each time you save, clear this check box.

In Sales Order Processing, when you save a sales order by default the software prompts you to confirm that you want to allocate the stock. If you prefer not to see this message each time you save, clear this check box.

From this drop-down list choose the type of invoice you create most frequently.

When you create an invoice, the type of invoice you choose here appears by default. This saves you time when entering your invoice as you do not have to choose the correct invoice type every time.

You can choose from: Product Invoice, Product Pro-forma, Product Credit, Service Invoice, Service Pro-forma, and Service Credit.

Sage 50 Accounts Professional only

From this drop-down list, choose the type of sales order you create most frequently. When you use the sales order option, the type of sales order you choose here appears by default.

You can choose from Product Sales Order or Product Pro-forma (SOP).

Sage 50 Accounts Professional only

Use this drop-down list to choose the type of document that you want to create when you convert a quotation or mark it as won.

You can choose between Invoices and Sales Orders.

To set your default message for service invoices, when an EC services sales tax code is used, click EC VAT Description.

Choose from one of the four available options, or create your own in Settings > Company Preferences > VAT tab > EC VAT Descriptions.

At present, when goods or services are sold to an EC member state, if the EC customers’ VAT registration number is obtained, then the invoice can be zero-rated for VAT purposes. It is up to the EC customer to account for the VAT on their tax return.

The legislation requires descriptions to be included on the goods or service invoice, so that the EC customer can correctly account for the notional VAT on their VAT Return.

Select this check box to post all invoices with the sales order number as the transaction reference on the audit trail. Clear this check box to post all invoices with the invoice number as the reference.

If you select this check box and enter some text in the box below, this overrides anything you type into the service invoice New/Edit window.

Select this check box to update your invoices and credit notes by customer department.

Sage 50 Accounts Professional only

When you create a purchase order a suggested delivery address appears, and this is determined by this setting.

Your choice of setting depends on the location that your purchased goods are normally delivered to.

• Default to Company Delivery Addresses- Most people use their company address. If you have multiple addresses for your company, then the default address is used. Otherwise your address in Settings > Company Preferences > Details is used.

• Default to Supplier Delivery Addresses - You may prefer to send goods to a supplier location ready for collection. If you have recorded multiple address for a supplier then the default address is used.

• Default to Customer Delivery Addresses - You can send purchased goods directly to customers to satisfy sales orders. In this case during order entry the delivery address is blank but at that point you can access your customer addresses and select the one you want to use.

Find out more about multiple addresses.

Enter the value you typically charge for the delivery of goods excluding VAT.

As you record an invoice or sales order this amount is applied to the sale, but can be overwritten if required.

Select the nominal account for carriage.

When you create an invoice or sales order the nominal account is used by default, but can be overwritten if required.

Enter the value you are typically charged for the delivery of goods excluding VAT.

As you record a purchase order this amount is applied to the order. It appears on the Footer tab, at which point you can change it.

Select the nominal account for carriage.

When you create a purchase order, this nominal account appears, this can be overwritten if required.

Choose how you want to generate goods despatched notes:

• Generate for all despatches (Default) - Always generates a GDN for each order despatched. The GDN on the order's Despatched tab whereyou can view or print it.
• Prompt at each despatch - You can choose whether to generate a GDN each time you despatch an order.
• Do not generate - You may prefer this option if you don't use GDNs.

Show Goods Despatched Notes prompt - Select this check box to be prompted when a GDN is available to print.

Select this to calculate discounts based on the unit price of the products on the invoice.

The value of the discount varies depending on the method of discounting you use.

The calculation used for Discount By Unit Price is: (Unit Sales Price - Discount) x Quantity

For example, a customer buys 20 units at £9.99, with a 20% discount.

• Using the Invoice Value Discount method: (Unit Sales Price x Quantity) - Discount (199.80) - 39.96 = £159.84
• Using the Discount By Unit Price method: (Unit Sales Price - Discount) x Quantity (7.99) x 20 = £159.80

By calculating the discount value on each individual unit, the discount given is different than if the discount was applied to the entire invoice.

Select this to apply discounts to special prices. If this box is clear, value discounts aren't applied to any invoices or orders that contain special prices, and quantity discounts aren't applied to any line items using special prices.

Select this check box to apply quantity discounts to your customer price list prices.

If this box is cleared, value discounts are not applied to any invoices or orders that contain price list prices, and quantity discounts are not applied to any line items using price list prices.

Invoices that include standard prices are always discounted. This check box is always selected.

Select whether you want the Special Price, Price List and Standard Price discounts to be applied to all customers, or only to those customers who aren't included on any price lists.

To apply discounts to any special items, select this check box - transactions with a code of S1, S2 or S3, which appear on your invoices are discounted regardless of the other settings.

If you select this check box, two discount columns appear on the invoice entry window and the order entry window - Discount and Discount %.

The columns show any discount awarded to items on an invoice or sales order and can be used to change the discount that has been applied.

To edit the discount, press F3 to show the Edit Item Line window, then amend as required.

If you export goods to the European Union (EU), select this check box so that Intrastat reports can be generated.

Delivery terms - Indicates what part of the costs and risks the seller of goods has agreed to take on as part of the contract of sale.

You only have to provide delivery terms information if your annual threshold exceeds £16,000,000. If this is the case, choose the code you expect to use regularly in your Intrastat report.

We have included a list of commonly used codes. Find out more.

If you import goods from the European Union (EU), select this check box so that Intrastat reports can be generated.

Delivery terms - Indicates what part of the costs and risks the buyer of goods has agreed to take on as part of the contract of purchase.

You only have to provide delivery terms information if your annual threshold exceeds £16,000,000. If this is the case, choose the code you expect to use regularly in your Intrastat report.

We have included a list of commonly used codes. Find out more.

To add a message to the generated invoice, select this check box. Enter the text you want to appear on the invoice. For example: Cash sale - Paid in full.

From the drop-down list, choose the bank account you want the value of a cash sale applied to. You must choose a base currency bank account.

Select this option if you always want the value of a cash sales to update the default cash sales bank account.