Configuring and Setting Up Sales Settings

The sales settings control how sales invoices, quotations, sales orders, and shipping work in the system: numbering, the invoicing method, editing lines, discounts and their maximum, the minimum price, selling below cost, price lists, adjustments, automatic payment from the client’s balance, debit notes, categories barred from sale, entry descriptions, and the default and mandatory tax. This guide explains each setting, its options, its default value, and its effect.

Before You Start

• You need the permission to edit general settings. To manage custom statuses you need the permission to edit client settings.
• Open the sales settings. After editing any page, click Save; the message “Settings have been updated” appears.

Sales Settings Page Cards

Group	Card	What It Opens
Invoices and Payments	Invoice Settings	Invoice settings (below).
Invoices and Payments	Invoice Statuses	Custom invoice statuses. Appears when custom invoice statuses and the follow-up app are enabled.
Invoices and Payments	E-Invoice Settings	Connecting with e-invoicing (Egypt, Saudi Arabia, Jordan, the UAE), depending on the enabled app.
Invoices and Payments	Invoice and Quotation Designs	Print templates for invoices and quotations.
Invoices and Payments	Additional Invoice Fields	Custom fields in the invoice.
Invoices and Payments	Price Lists	Different selling prices (wholesale, retail…).
Invoices and Payments	Order Sources	Order sources (store, phone, app…).
Invoices and Payments	Shipping Options	Shipping and delivery settings (below).
Invoices and Payments	Offers	Promotional offers (with the offers app).
Quotations	Quotation Settings	Quotation settings (below).
Sales Orders	Sales Order Settings	Sales order settings (below).
Integration with Other Systems	Integration Apps	Settings of the apps linked to sales.

Invoice Settings

Open Invoice Settings. The page is divided into six sections:

1. Issuing the Invoice

Setting	Options (Default)	What It Does
Next Invoice Serial Number	Display only	The next invoice number. To change it, click Auto Number Settings.
Edit Invoice Number Manually	Allowed / Not allowed	Not allowed: the invoice number is read-only at creation. It is always read-only when Saudi e-invoicing is enabled. This setting applies to all branches.
Invoicing Method	Print only / Send by email only / Print and send by email together (Together)	Print only or email only: this method is used for all invoices and the choice disappears from the invoice. Together: you choose the method in each invoice.
Prefilled Invoice Templates	A saved template	Every new invoice starts with this template’s data. Appears when there is more than one template.
Free Entry and Editing Item Data in the Invoice	Allowed / Not allowed (Allowed)	Not allowed: the item’s name, description, and price are read-only, and an item that isn’t registered as a product cannot be added. Also applied in requisitions and stocktaking.
Show Minimum Price and Last Selling Price per Item	Hide (default) / Last selling price for any client / Previous price by the selected client	While creating the invoice, shows the item’s minimum price and its last selling price (for all clients or for the chosen client). Reference information that doesn’t appear to the client.
Copy Notes/Terms When Converting a Quotation or Sales Order to an Invoice	Enabled / Disabled (Disabled)	Automatically transfers the notes and terms when converting a quotation or sales order to an invoice, or a quotation to a sales order.
Preview Invoice Before Saving	Enabled / Disabled (Enabled)	Shows a button to preview the printed copy before saving (ALT+P).
Custom Invoice Statuses	Enabled / Disabled (Disabled)	Statuses specific to your workflow (such as “Out for Delivery”) for filtering and reports. They appear with the follow-up app.
Profit Tab in the Invoice (not shown to clients)	Enabled / Disabled (Disabled)	Shows the Profit tab on the invoice page for those who have the permission to view invoice profit, and the profit is calculated using the product’s average cost.
Show Zeros in Decimal Numbers	Always show zeros / Always hide zeros / Automatic (by value) (Automatic)	Always: 10.00. Hide: 10. Automatic: zeros show only for values below 1000.
Currency Conversion Factor	Show / Hide (Hide)	Show: an editable exchange rate field in the invoice when the currency differs. The same setting applies in entries and requisitions.
Send Invoices via Social Media	Allowed / Not allowed	Allows sharing the invoice through the enabled platforms (such as WhatsApp) for clients who have a mobile number.
Advance Payments	Enabled / Disabled	Allows creating advance payment invoices for the client and linking them later to an invoice. Appears with Saudi e-invoicing or when there are advance payments. Disabling it removes the related changes after confirmation.

2. Pricing and Discounts

Setting	Options (Default)	What It Does
Discount Application Method	Discount on invoice total only / Discount per line individually / Discount on invoice total and per line together (Together)	Determines where the discount field appears in invoices, quotations, sales orders, returns, and notes.
Maximum Discount Percentage	Enabled / Disabled (Disabled)	Rejects saving an invoice with a discount that exceeds the limit allowed for the user, with the message “The discount exceeds the maximum allowed.” Set each user’s limit from Manage User Discount Limits.
Advanced Pricing Options	Enabled / Disabled (Enabled)	Adds the minimum price, discount, and profit margin to the product, and enables the minimum price validation in invoices.
Minimum Selling Price Calculation	Includes tax (default) / Excludes tax	An invoice cannot be saved at a price below the product’s minimum. Includes tax: the price after tax is compared. Excludes tax: the price before tax is compared. Those who have the permission to sell below the minimum bypass the validation.
Selling Below Average Cost	Allowed / Not allowed (Allowed)	Not allowed: a line is rejected if its net price is below the product’s average cost, with the message “You cannot sell … at a price below the average cost.” Not applied to returns.
Change Price List When Creating Invoices	Enabled / Disabled (Disabled)	Shows the price list selection in the invoice to change the client’s preset list. Manage the lists from Manage Price Lists.
Sales Adjustment	Enabled / Disabled (Enabled)	Shows the adjustment field to add or subtract an amount from the total with a custom label and an accounting account. From “Manage Additional Sales Adjustments” you add ready-made adjustments linked to accounts.

Example: the minimum price

The product’s minimum is 100 and its tax is 15% exclusive. Selling at a price of 90 + tax 13.5 = 103.5:

• Includes tax: 103.5 ≥ 100 → allowed.
• Excludes tax: 90 < 100 → rejected.

3. Payment and Credit

Setting	Options (Default)	What It Does
Make Invoices Already Paid by Default	Enabled / Disabled (Disabled)	The “Paid” option is selected in every new invoice, so a payment is recorded with the chosen method and treasury, and it can be cancelled in the invoice. Manage the methods from Manage Payment Methods.
Pay Invoice Automatically When the Client Has a Balance	Enabled / Disabled (Enabled)	Enabled: the client’s balance (from a credit note or an overpayment) automatically pays their unpaid invoices, and these payments cannot be edited. Disabled: you choose “Client Balance” manually as the payment method.
Debit Note	Enabled / Disabled (Disabled)	Adds a debit note option in the invoice to record an increase in the debt or additional fees, and shows its next serial number.

4. Stock Availability and Validity Restrictions

Setting	Options (Default)	What It Does
Prevent Selling and Issuing Invoices for Specific Product and Service Categories	Multi-select (None)	Products in the chosen categories do not appear when searching in sales invoices.
Selling Expired Products	Allowed / Not allowed (Allowed)	Not allowed: a product with a past expiry date cannot be sold. Allowed: only an alert appears. Appears with the product tracking app.
Nature of Business Sales	Products only / Services only / Products and services (Products and services)	Determines what can be added, and the lists change to “Manage Products” or “Manage Services.”

5. Accounting Entries

Setting	Options (Default)	What It Does
Custom Description for Journal Entries	Allowed / Not allowed (Not allowed)	By default the invoice entry’s description is “Invoice #number.” Enable it to write your own template.
Custom Description Template for Journal Entries	Text and variables	Example: Invoice to {%client_business_name%} dated {%date%}. The variables are from the variables guide.

6. Default Tax

Setting	Options (Default)	What It Does
Default Tax 1	Same as the product’s tax (default) / No tax / A specific tax	The tax suggested in each new line in sales invoices and point of sale. It can be changed manually in any line.
Tax 1 Is Mandatory	Enabled / Disabled (Disabled)	Prevents saving the invoice, quotation, or sales order if any line has no tax 1.
Default Tax 2	The same options	The same behavior for the second tax, when there are two or more taxes.
Tax 2 Is Mandatory	Enabled / Disabled (Disabled)	Prevents saving if any line has no tax 2.

If you choose a specific tax, it must be selected; and if it is deleted later, the setting goes back to “Same as the product’s tax” with an alert.

Quotation Settings

Open Quotation Settings.

Setting	Options (Default)	What It Does
Quotation System	Enabled / Disabled (Enabled)	Disabling it removes quotations from the lists, point of sale, and client pages, and stops the rest of the page’s options.
Next Quotation Serial Number	Display only	The next quotation number.
Custom Quotation Statuses	Enabled / Disabled (Disabled)	Statuses such as “Awaiting Client Confirmation.” They appear with the follow-up app.
Apply Promotional Offers to Quotations	Enabled / Disabled (Disabled)	Automatically applies the available promotional offers. Expired offers may carry over to the invoice if the quotation is converted after they end.

Sales Order Settings

Open Sales Order Settings.

Setting	Options (Default)	What It Does
Sales Order System	Enabled / Disabled (Disabled)	Adds sales orders to the sales cycle. Disabling it hides their permissions and prevents converting them to invoices.
Next Sales Order Serial Number	Display only	The next sales order number.
Custom Sales Order Statuses	Enabled / Disabled (Disabled)	Statuses such as “Confirmed.” They appear with the follow-up app.
Allow Issuing an Invoice with Item Quantities Exceeding the Quantities Specified in the Sales Order	Enabled / Disabled (Disabled)	Disabled: the invoice quantities cannot exceed what remains in the sales order, and no new lines can be added. Enabled: allowed for those who have the permission to convert a sales order to an invoice.
Apply Promotional Offers to Sales Orders	Enabled / Disabled (Disabled)	Automatically applies the available offers.

Shipping and Delivery Settings

Open Shipping and Delivery Settings.

Setting	Options (Default)	What It Does
Shipping and Delivery Options	Enabled / Disabled (Enabled)	Shows the Shipping Details tab in the invoice. When disabled, the Warehouse tab appears instead when there is more than one warehouse. Manage the options and fees from Manage Shipping and Delivery Options.
Cash on Delivery Fee	A service item	Create a service (such as “Cash on Delivery Fee”) and choose it here. When added to the invoice, it appears as a cash on delivery fee below the subtotal.

Frequently Asked Questions

• Why can’t I edit the invoice number? Because editing the invoice number manually isn’t allowed, or Saudi e-invoicing is enabled.
• Why doesn’t the per-line discount column appear? Because the discount application method is on the invoice total only.
• Why was the invoice rejected because of the price? Because the price is below the product’s minimum, or below the average cost and selling below it isn’t allowed.
• Why was an invoice paid from the client’s balance automatically? Because automatic payment from the client’s balance is enabled (the default).
• Why doesn’t the debit note option appear? Because it isn’t enabled in the Payment and Credit section.
• Why don’t I see the Profit tab in the invoice? Because the setting isn’t enabled, or you don’t have the permission to view invoice profit from Manage Employee Permissions.
• Why doesn’t a product appear when searching in the invoice? Its category may be barred from sale.
• How do I prevent employees from changing item names and prices? Turn off Free Entry and Editing Item Data.
• Why don’t quotations appear in the list? Because the quotation system is turned off.