Settings - Invoice Defaults

Solution Properties

Solution ID:

200427112318500

Last Modified Date:

Thu Mar 21 16:24:45 UTC 2024

Taxonomy Path:

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

Author:

anth.richardson@sage.com

Settings - Invoice Defaults

Description

You can still edit or amend these entries on a item by item basis. Here we explain how to enter invoice defaults, if required you can also enter sales order defaults and purchase order defaults.

Cause

Resolution

Access the invoice defaults

Click Settings then click Invoice & Order Defaults or Invoice Defaults.
In each tab, amend your settings as required then click OK.

For more information about the available settings, refer to the sections below. Depending on your software version, some options may not be available.

General tab - Read more >

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 selecting a product on an invoice, sales order or purchase 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 whether you want sales orders to default to a Product Sales Order or a Product Proforma.
Convert quotes to	Choose whether to convert quotations into invoices or sales orders when using the Convert option within the quotations module.
EC VAT description (services)	Shows the default EC Sales VAT description. You can also 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, 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

Footer tab - Read more >

In the Invoice and Sales Order Carriage Defaults pane you can enter carriage defaults.

Net	The net carriage amount to be added to your invoices.
N/C	The carriage nominal code, 4905 by default.
Dept.	The department number to which the carriage is to be posted.

If the value, nominal code or department for carriage isn't always the same, either leave the default box blank or enter the most likely default. You can also amend these as you create a new invoice or credit note.

Options tab - Read more >

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 after saving - The invoice entry window clears, ready for you to create a new invoice. Edit the last invoice 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 is assigned when you save the invoice.

Update ledgers tab - Read more >

Here you can choose what information is updated to the ledgers.

Customers

Update transaction Ref with	Choose which of the following is used as the transaction reference on the audit trail: Invoice number Your order number Customer order number
Update transaction Ex Ref with	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	If you select this check box and enter some text in the box below, this text is used for the audit trail transaction details.
Update Using Customer Department	Updates invoices and credit notes using the customer department.

Discounts tab - Read more >

Here you can set default actions to be taken when applying discounts to invoices/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 those who are not associated with a price list.
Discounting Special Items	Choose 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 - Read more >

Sage 50 Accounts Professional only - Here you can set up the defaults used to create your Intrastat reports. These reports help you complete your monthly Supplementary Declaration forms for dispatches and arrivals to or from EU countries. See the Intrastat guide for more information.

Access the invoice defaults

Customers

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