Settings - Invoice & Order Defaults

Solution Properties

Solution ID:

200427112318500

Last Modified Date:

Mon Mar 10 13:34:27 UTC 2025

Taxonomy Path:

Case category//How do I...//processing

Author:

[email protected]

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.

Cause

Resolution

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.

▼ General tab

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.
Lock Autonumber on Invoicing / SOP / POP	Ensures that you can't overwrite the automatically assigned invoice, sales order or purchase order number.
Default Invoice format	The invoice type used by default when you create an invoice, for example, product invoices or service invoices.
Default Credit format	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

▼ 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 to 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 box blank or enter the most likely default. You can amend these when creating a new invoice, credit note or order.

▼ Options tab

Here you can amend the invoice numbering and choose what happens when you save an invoice or credit note.

Invoices start from	Enter the starting number for your invoices.
Credits start from	Enter the starting number for your credit notes.
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

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 check box and enter text in the box 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

▼ Discounts tab

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.

NOTE: Intrastat, Sales and Purchase Orders are only available in Sage 50 Accounts Professional. Not using Professional? Complete this form and we'll be in touch with more information about upgrading.

▼ 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.

Access the invoice defaults

Customers

Suppliers

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