Invoicing Settings

The Invoicing Settings page controls how sales invoices are created and displayed: numbering, discounts, pricing, payment, the items allowed for sale, and the default taxes. This article explains each setting on the page and what happens when it is enabled.

How to Access

• Direct link: Invoicing Settings
• From the menu: Click Sales, then Sales Settings, then click the card Invoicing Settings.

Steps: Editing the Invoicing Settings

1. Open Invoicing Settings.
2. Edit the required settings in the sections: Invoice Configuration, Pricing & Discounts, Payments & Credits, Inventory Control, Accounting Entries, Default Tax.
3. Click Save. The message Your settings have been updated. To exit without saving, click Discard.

Fields and Sections Explained

Invoice Configuration

Field	Description	Required	Appears When
Next Auto-Generated Invoice Number	The number the system gives the next invoice. To change the numbering method, click Auto Number Settings.	No	Always
Manual Editing of Invoice Numbers	Allow: the user can type or change the invoice number during creation.	No	Always
Invoicing Method	Print Only or Email Only or Both (Print and Email). Sets how invoices are issued and sent.	No	Always
Prefilled Templates	The template that a new invoice starts from by default.	No	When there is more than one prefilled invoice template
Manual Item Edits and Custom Entry	Allow: the user can edit item data or add unregistered items. To specify who can do this, use Employee Roles.	No	Always
Minimum and Last Selling Price Per Item Display	Hide minimum and Last Selling Price, or Show minimum and last selling price recorded for any client, or Show minimum and previous price for the selected client. The values are for reference and don’t appear to the client.	No	Always
Copy Notes/Terms When Converting a Sales Order or Estimate to an Invoice or Estimate to a Sales Order	Transfers the notes and terms from the estimate or sales order to the invoice on conversion.	No	Always
Invoice Preview Before Saving	Lets you preview the printable version before saving.	No	Always
Invoice Custom Statuses	Lets you assign custom statuses to invoices, such as Pending Delivery. To add statuses, click Manage Custom Statuses.	No	When the Follow-up app is enabled
Show Invoice Profit Tab (Hidden from Clients)	Shows the profit tab on the invoice page to authorized users. The profit is calculated from the product’s average cost in purchase invoices.	No	Always
Display a Trailing Zeros	Always show trailing zeros (e.g., 10.00), or Always hide trailing zeros (e.g., 10), or Auto (based on value).	No	Always
Currency Conversion Rate	Show: the conversion rate field appears and can be edited manually. Hide: the system applies automatic conversion rates.	No	Always
Share Invoices via Social Media	Lets you share invoices via social media. To choose the platforms, click Manage Enabled Social Platform.	No	Always
Enable Advance Payment	Lets you create an advance payment for the client and link it later to an invoice for the same client.	No	When e-invoicing is enabled, or when there are recorded advance payments

Pricing & Discounts

Field	Description	Required	Appears When
How to Apply Discounts	Invoice Total Only, or Per Item Only, or Both Invoice Total and per Item (default). Sets where the discount is entered in invoices and estimates.	No	Always
Enable Maximum Discount Percentage Limit	Sets the maximum discount percentage allowed for each user. To set the limits, click Manage Users Maximum Discount.	No	Always
Advanced Pricing Options	Adds the minimum price, discount values, and profit margin fields to the add product or service page, and they are applied in invoices.	No	When the Inventory app is enabled
Minimum Sales Price Calculation	Include Tax: selling below the price + tax isn’t possible. Exclude Tax: the minimum applies to the price only.	No	When the Inventory app is enabled
Selling Items Below Average Cost	Allows or prevents selling the product at a price lower than its average cost calculated from purchase invoices.	No	Always
Change Price List When Creating Invoices	Lets you choose a price list different from the client’s list while creating the invoice. To manage the lists, click Manage Price Lists.	No	Always
Sales Invoice Adjustments	Lets you add an amount to the invoice total or subtract it, with a label and an account. To add predefined adjustments, click Manage Extra Sales Adjustments.	No	Always

Payments & Credits

Field	Description	Required	Appears When
Mark Invoices As Already Paid By Default	The new invoice is created as paid, you’re asked to choose the payment method and the treasury, and a payment is recorded automatically. To manage the methods, click Manage Payment Methods.	No	Always
Auto-Pay Invoices Using Client Credit	Uses the client’s available balance to pay new invoices fully or partially.	No	Always
Debit Note	Lets you issue debit notes linked to the original invoice to increase the amount due from the client.	No	Always
Next Auto-Generated Debit Note Number	The number the system gives the next debit note.	No	When Debit Note is enabled

Inventory Control

Field	Description	Required	Appears When
Prevent Specific Item Categories from Being Sold or Invoiced	Choose one or more categories to exclude their products from sale. Products in these categories don’t appear when searching for items or scanning barcodes in sales invoices. Suitable for raw materials and items meant for internal use.	No	Always
Sell Expired Items	Allows or prevents selling products after their expiry date.	No	When product tracking is enabled
Inventory Item Types	Products Only, or Services Only, or Both Services & Products. Sets what can be added to the inventory, and changing it doesn’t affect existing items.	No	Always
Mark Sales Invoices as Delivered by Default	When enabled, the box Already Delivered is selected automatically in new sales invoices. This setting doesn’t change previously saved invoices.	No	When the requisitions for sales invoices are disabled

Accounting Entries

Field	Description	Required	Appears When
Custom Journal Description	By default, the entry description is the invoice number. When enabled, you can write a description with variables and text of your choice.	No	Always
Custom Journal Description Template	The description text with variables. Click Variables Guide to choose the variables.	No	When Custom Journal Description is enabled

Default Tax

Field	Description	Required	Appears When
Default Tax 1	Match Product Tax, or No Tax, or Specific Tax with choosing the tax andInclusive or Exclusive. The tax can be changed manually on any line.	Yes, choosing the tax when Specific Tax is selected	Always
Require Tax 1	Requires the user to select a tax before saving the invoice.	No	Always
Default Tax 2	The same options as Default Tax 1, for the second tax.	Yes, choosing the tax when Specific Tax is selected	When two or more taxes are enabled
Require Tax 2	Requires the user to select Tax 2 before saving the invoice.	No	When two or more taxes are enabled

Rules and Restrictions

• The setting Prevent Specific Item Categories from Being Sold or Invoiced works at the category level. A product without a category isn’t affected by it.
• This setting is for sales invoices and doesn’t apply to POS. For POS, use Sellable Item Categories in POS Configuration.
• When choosing Specific Tax, you must select the tax before saving.
• If the tax set as the default tax is deleted, the setting automatically returns to Match Product Tax.
• If the Branches app is enabled, the settings are saved for the current branch only.

Error Messages and Their Solutions

Cause	Message	Solution
The user doesn’t have the Edit General Settings permission.	You are not allowed to access this page	Ask the account owner to add the permission to your role from Employee Roles.
Choosing Specific Tax without selecting the tax.	Please select the tax to apply.	Select the tax from the list, then save.
The previously selected default tax was deleted.	The previously selected default tax no longer exists. The setting has been reset to “Match Product Tax”.	Select a new default tax if needed, then save.
The settings couldn’t be saved.	Failed to save the settings, please try again	Check the fields and try again.

The Effect on the System

• Settings apply to new invoices. Previously saved invoices don’t change.
• Saving the settings doesn’t create any journal entries.
• Enabling Mark Invoices As Already Paid By Default creates a payment with every new invoice, and its effect appears in the selected treasury.
• How to Apply Discounts also affect estimates.

Frequently Asked Questions

How do I make certain products sell-only products, since I run a factory with raw materials and products?

Put the raw materials in a separate category, such as “Raw Materials”. Then open Invoicing Settings, and in the section Inventory Control select this category in the field Prevent Specific Item Categories from Being Sold or Invoiced, then save. After that, raw materials don’t appear when adding items to sales invoices, and they remain stock products that are purchased and used in manufacturing normally. If you also sell from the POS, set Sellable Item Categories in POS Configuration and choose All Except with the raw materials category.

Why doesn’t the discount on the item appear in the invoice?

Because How to Apply Discounts is set to Invoice Total Only. Change it to Per Item Only or Both Invoice Total and per Item, then save.

How do I prevent users from editing the product name or adding unregistered items in the invoice?

Disable Manual Item Edits and Custom Entry then save.

How do I see the last price I sold the product at to the same client?

From Minimum and Last Selling Price Per Item Display choose Show minimum and previous price for the selected client, then save.

I changed the settings but they don’t appear in another branch. Why?

Because the settings are saved for each branch separately. Switch to the other branch and set the settings there.

Is there a permission in the employee roles that makes invoices delivered automatically?

There is no separate permission for this. To make new sales invoices delivered automatically, enable Mark Sales Invoices as Delivered by Default from the Invoicing Settings in the section Inventory Control, then save. This setting applies only when the requisitions for sales invoices are disabled, and changing it requires the permission Edit General Settings.