Company Settings for Sales and Invoicing

View - Settings - Company - Settings per Module - Sales and Invoicing

As a rule, invoicing routines vary greatly from company to company. This module is therefore designed to allow the thorough modification of how these routines are carried out in the Sales and Invoicing module. The transition from order to invoice with approval routines and printouts is particularly central here.

Note! Here you will also find the company settings for quotations. The user settings for the quotation module can be accessed in a separate register.

General

In the General tab you will find check boxes regarding order status. These are particularly important if the program is being used by several users, e.g. one registers orders while another registers invoices.

New quotations and orders are automatically marked as 'Process complete': Your quotations and orders are automatically set to 'Process complete'. Leave this check box unselected if you DO NOT want this. Be aware that this setting influences other settings, for example Do not print orders before they have reached status 'Process complete'.

Do not print orders before they have reached status 'Processing completed': Leave this box unselected to allow for printing of orders before you finished processing them.

Do not invoice before 'Ready for transfer' (quotation) or 'Ready for invoicing' (order): By activating the setting, you will not be able to transfer a quotation to order, or an order to invoice unless the check boxes 'Ready for transfer' (quotation) or 'Ready for invoicing' (order) have been selected. The 'ready for invoicing' status depends on how you apply the Ready to invoicing will be updated by printing... function in the Printouts tab.

Do not invoice before all products on an order have been delivered: Leave this check box unselected if you want to be able to invoice even though the order contains items that have not yet been delivered. You may apply these settings for customers where you have agreed not to invoice before the full order content has been delivered or if you do not want to use delivery registration. A partly delivered/invoiced order will in that case generate a Backorder when invoicing. You can change the number of products to be delivered in the field To be delivered in the Sales and Invoicing window. The backorder is processed like a new order.

You can allow the company to reserve products for an order from a specific purchase by selecting The company reserves purchases for customers and The company reserves stock items for customers.

If The company uses service invoices you will have opportunities to print out a job description for an order and printout a service invoice, with or without product lines.

The company uses subscription invoicing should be selected if you would like to be able to easily generate invoices for your customers that have subscribed to a service or regular delivery of your products. The functionality is available only as an add-on product in certain program versions. Read more in Mamut Enterprise Subscription Invoicing.

Edit posted invoices and journals should be selected if you wish to be able to edit posted invoices and journals without needing to credit the item or redo work already done. Read more about this functionality in Edit Posted Invoices and Journals.

By selecting the check box The company uses sales forecast on quotations you will be able to apply different statuses to your quotations through the field Probability of sale placed in the quotation register and generate a sales forecast for your company. Read more in About sales forecast.

By selecting the check box The company uses sales forecast on orders you will be able to apply different statuses to your orders through the field Probability of sale placed in the sales and invoicing register and generate a sales forecast for your company. Read more about sales forecasting here.

Any limitations when the products are not in stock: Here you can determine in how far quotations/sales orders with larger quantities of products than what is in stock can be registered: You may decide to ignore this possible issue (Allow entering ...). You may like to display a warning to alarm the user that the product is not in stock (Show warning ... ). Or, for sales orders, you can also prohibit registration when the quantity is higher than the current stock (Do not allow ...).

Printouts

Here you can specify settings that determine how your sales reports are to look:

Enter the No. of copies (in addition to the original invoice) and which Invoice copy you want to print out in the sales and invoicing module.

Invoice copy when invoicing: Select which report should be used when printing invoice copies during invoicing.

The field 'Picked' should be updated by printing: This setting applies to the Picked field on the order. Select Delivery note or Picking list depending on what is best suited to your business.

Ready for invoicing will be updated when printing: Select Delivery note or Picking list depending on what best suits your business. If you would like to invoice as soon as the picking list has been printed it would make sense for you to select to update to 'Ready for invoicing' status after printing the picking list.

Language in Sales and Invoicing can be selected if you want to print out invoices in a different language. The language will be available as an option in the Sales and Invoicing module and Quotation in the Miscellaneous tab when you press the Reports button.

Sort when printing several orders: When printing out several orders it might be useful to select a certain sorting order. You could sort by customer no., for example, instead of by order no., which is the default sorting setting. If you use subscription invoicing you might want to sort by subscription no.

You can print out the pick list in two ways, either Sorted in the same order as they were entered in the order or Sorted by warehouse and by location in the warehouse. The latter can be very useful in achieving efficient picking in the warehouse.

If you always want an on-screen print preview before you print invoices, you can activate this by selecting the Test printout when sending invoice to screen check box.

If you do not tick Display VAT on Sales and Invoicing printouts this field will not be displayed.

Note! If you remove the tick here, please ensure that this concurs with the rules in your company.

File name for PDF's and e-mail attachments: You can create templates for file names (PDF's) and e-mail attachments in different languages. Read more here.

Price/Discount

Here you select the rule that will apply for prices and discounts when registering products for an order.

Register price excl. VAT on order lines (net invoicing): If you select the price is shown without VAT on the product lines.

Prices are taken from the Delivery Date and not the Program Date: By default, the price is retrieved on the program date when the item is created. This means that the system retrieves the price that applies when the order is created. If you enter prices that will be applied in the future, you can select this setting in order to use the new prices automatically based on the sales order's delivery date instead of program date. You must then use the field Date of delivery when creating the sales order. The delivery date will indicate an "intended delivery date". If you at a later time change the date of delivery, you will be asked if you wish to regenerate the order lines.

The highest discount overrules the discount hierarchy: If you want to override the discount hierarchy, you should select this option.

Quantity discount is in addition to other discounts: You can also add quantity discounts by selecting this option.

The cost price should include 'Expenses' from the Product card in addition to the Purchase Price: The option is only available if you have selected Purchase Price as the Basis for cost price in the company settings for products, in the Price processing tab. If you select this option, the cost price for quotation and order/invoice will be based on purchase price and the expenses in the Expenses field in the product card, in the Price tab.

Export

You can automatically export information files from the program and the settings for this can be found here.

If you want to export orders from the program, you must select Use file export and select the export format. You can choose whether the export is to occur by printing out a Picking list, Delivery note or Invoice, and in the Catalogue field you state where the file should be saved.

Create a PDF quotation copy when transferring to order: The transferred quotation will be saved as a PDF document. The quotation copy can be opened from the order/invoice.

Create a PDF invoice copy when invoicing: Save a PDF copy of the invoice when invoicing. If you have selected the option, you will be able to access the copies from the Sales/Invoicing and Contact modules.

E-mail texts

You can create text templates for e-mails with e.g. sales orders, invoices or purchases. You can pre-define text for the Subject and the Body of the e-mail - in all languages supported in Mamut Business Software.

With New and Edit you open this window where you create and maintain your e-mail text templates. Note, that you cannot change the report type and the language once you've saved a text template. In case you want to change these values, you would have to Delete the text template and create a new one.

Click Refresh to see you latest changes in the window.

Other

Tab for other settings:

In Delivery period on product line you select whether you want to display the delivery week or the delivery date on reports. You can also add Fixed text, Sales/Invoicing. The text itself is retrieved from the Properties register. This text will then be displayed on invoice printouts.

Intra community text: From this drop-down list you can choose the text shown on invoices with order lines that have a VAT code for intra community supply of products and services. If you choose Default the following text is added to the invoice: Intra community supply of products and services. You can change this text or alternatively create your own text in the Properties Register and add this instead. In the invoice the related products will contain an asterisk (*).

From the Our reference drop-down list you decide how Our reference will be selected when creating sales orders.

A product can be added to all orders as they are created by registering the product number in the Product that shall be added to all new orders. This could for example be used if you always add a dispatching fee.

You can mark the Inherit project from product module check box if you wish.

Factoring: By clicking on the Factoring button you can add information about your factoring company. Read more about factoring in Generating Factoring Files.