| | Settings - Invoice & Order Defaults |
| Description | Configure your settings for new invoices in Invoice & Order Defaults. You can also configure the settings for sales order defaults and purchase order defaults here. NOTE: Intrastat, Sales, and Purchase Orders are only available in Sage 50 Accounts Professional. Complete this form and we'll be in touch with more information about upgrading. Access the invoice defaults - Go to Settings then Invoice & Order Defaults.
- In each tab, amend your settings as required then select OK.
Refer to the sections below for more information on the available settings. Some options vary by software version. | Invoices default to Account Reference | Ensures the cursor defaults to A/C reference, rather than Invoice Type, when you create a new invoice. | | Invoice Items default to Quantity | Ensures the cursor defaults to Quantity when you edit an item line on an invoice. | | Show special product codes in Invoicing / SOP / POP | Displays the special stock codes, M, S1, S2, and S3, when you select a product on an invoice or order. | | Place Order Shortfalls on Order Automatically | Select this checkbox to place purchase orders 'On-Order' when you use the Shortfall option. | | Lock Autonumber on Invoicing / SOP / POP | Ensures that you can't overwrite the automatically assigned invoice, sales order, or purchase order number. | | Prompt to Order Stock when saving a Purchase Order | Select if you want to see this prompt. | | Prompt to Allocate Stock when saving a Sales Order | Select if you want to see this prompt. | | Enable Transaction Email | No longer used in the software. | | Default Invoice | The invoice type used by default when you create an invoice, for example, product invoices or service invoices. | | Default Credit | The credit type used by default when you create a credit note, for example, product credits or service credits. | | Default Sales Order | In Sage 50 Accounts Professional, choose to default to a Product Sales Order or a Product Proforma (SOP). | | Convert quotes to | Choose to convert quotations into invoices or sales orders when using the Convert option within the quotations module. | | EC VAT description (services) | Displays the default EC Sales VAT description. A choose an alternative EC VAT description when you enter an invoice. | | Purchase Order Delivery Address | In Sage 50 Accounts Professional. When you create a purchase order a suggested delivery address appears, this setting determines which address the software uses. Your choice of setting depends on the location you normally deliver your goods to: - Default to Company Delivery Addresses - If you have multiple addresses for your company, the software uses your default address. Otherwise the software uses your company address
- Default to Supplier Delivery Addresses - If you send goods to a supplier location ready for collection. The software uses the supplier's default address when there are multiple addresses
- Default to Customer Delivery Addresses - When you send goods directly to customers, the delivery address is blank during order entry. You can then select the correct customer address
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▼ Footer Defaults tab Enter your carriage details in the Invoice and Sales Order Carriage Defaults and Purchase Order Carriage Default sections: | Net | The net carriage amount you add to your invoice value. | | N/C | The carriage nominal code, 4905 by default. | | Dept. | The department number to which the carriage is to post. | If the value, nominal code or department for the carriage varies, leave the default field blank or enter the most likely default. You can amend these when you create a new invoice, credit note, or order.
▼ Options tab Amend the invoice numbering and choose what happens when you save an invoice, credit note, or order. | Invoices / Credits / Sales orders /Purchase orders / Goods despatched / Goods received start from | Enter the starting number for your documents | | When an invoice or order is saved | This option determines what happens as you save an invoice:
- Create a new Invoice / Order after saving (Default) - The invoice entry window clears, ready for you to create a new invoice
- Edit the last Invoice / Order after saving - The saved invoice remains on screen so you can view or edit the details
| | GDN and GRN options | Select the option to generate your Goods Despatched Notes (GDN) and Goods Received Notes (GRN) when you despatch or receive stock. | | Special Items | Select the relevant tax code and value when you use special product items on your invoices or orders. | When you create an invoice, the invoice number appears as < AutoNumber >. The number assigns when you save the invoice.
▼ Update ledgers tab Here you can choose what information updates to the ledgers. Customers | Update transaction Ref with | Choose which of the following as the transaction reference on the audit trail:
- Invoice Number
- Your order number
- Customer order number
| | Update transaction Ex Ref | Choose the option you want to update the transaction Ex ref with:
- Invoice Number
- Your order number
- Customer order number
- Nothing
| | Update Service Invoices using the following text | Select this checkbox and enter the text in the field below. This text shows as the audit trail transaction details. | | Update Using Customer Department | Updates invoices and credit notes using the customer department. | Suppliers | Update transaction Ref with | Choose which of the following as the transaction reference on the audit trail:
- Order Number
- Order Reference
- Supplier order number
| | Update transaction Ex Ref | Choose the option you want to update the transaction ex ref with:
- Order Number
- Order Reference
- Supplier order number
- Nothing
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Here you can set default actions when applying discounts to invoices or credits. | Unit Price | Choose whether to apply discounts on items against their unit price. | | Apply Quantity/Value Discounts to | Select to apply discounts to: - Special Prices
- Price List Prices
- Standard Prices
You can also choose to apply these discounts to all customers, or only to those not associated with a price list. | | Discounting Special Items | You can select to 'Always apply a value discount to special items (S1, S2, and S3)'. | | Item Line Discount | Choose to display the discount on the main Invoice / Order screen to make applying discounts quicker. |
▼ Intrastat tab Sage 50 Accounts Professional only - Here you can set up the defaults used to create your Intrastat reports. These reports to complete your monthly Supplementary Declaration forms for dispatches and arrivals to or from EU countries. Visit our Intrastat article for more information.
▼ Quick Print tab Sage 50 Accounts Professional only - Configure Quick Print to print invoices, quotations, and orders with just one click.
▼ Email tab Sage 50 Accounts Professional only - Configure Quick email to send your documents in one click. Email Invoices, Quotations, Sales Orders, and Purchase Orders faster to your customers.
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