Configure Sales settings
Set how your company sells: invoicing, validity, PO rules, delivery, discount and margin control, credit checks, and field modes.
Before you begin
- You hold sales.configure (the menu is hidden otherwise).
- Decide your policies first: they apply to the next action on every quotation and order.
Steps
- Open Sales > Configuration > Settings.
- Set the Invoicing card.
- Invoicing policy: Invoice what is delivered (default) or Invoice what is ordered. A product or an order can override it.
- Set Quotations and orders.
- Quotation validity (days): 0 to 3650, default 30. 0 means no end date. Outside the range: 'Enter between 0 and 3650 days.'
- Customer PO number: Optional or Required to confirm.
- Repeated customer PO: Allow, Warn or Block when the same customer repeats a PO number.
- Set Delivery.
- Shipping policy: As soon as possible (partial deliveries) or When all products are ready.
- Under-delivery tolerance % and Over-delivery tolerance %: 0 to 100. Anything else: 'Enter a percentage between 0 and 100.'
- Reserve stock: When the order is confirmed or Only when asked.
- A drop shipment needs the supplier's shipment reference: tick to require evidence.
- Set Prices, margin and credit.
- Margin control: Off, Warn below the minimum, or Hold for approval below the minimum.
- Minimum margin %: 0 to 100. A product's own minimum overrides it.
- Largest discount without approval %: 0 to 100, default 100 (so no discount needs approval until you lower it).
- Check credit again before dispatch and Check credit again before invoicing: tick to repeat the credit check at those steps. Credit is always checked at confirmation.
- Press Save. You see "Sales settings saved."
Worked example
To make discounts above 10% need approval and hold low margins:
- Largest discount without approval % =
10 - Margin control = Hold for approval below the minimum
- Minimum margin % =
20
A line with a 15% discount, or a margin of 10%, is now held at confirmation until a different person with the price approval right approves it (Price approvals and discount control).
Field modes and features
Some header fields are optional by default and can be changed per company under Administration > Applications > Sales > Fields.
- Open the Fields tab.
- For Branch, Customer PO number, Delivery date, Sales team and Incoterm place, choose Hidden, Optional or Required.
- Check the impact preview and press Save.
Hidden removes the field from new orders and refuses a value sent by an integration. Required stops confirmation without it: '<label> is required by this company before this step.'
Branch can be hidden only if the system can work out a branch without asking: choose the derivation "No branch" or "The company's only active branch". The change is blocked if it would break something. For example: '<n> active branch(es) number their own documents, so a sales document needs a branch to take a number.'
The Features tab lists the capabilities with their status. Only Branch on sales documents is a switch (default on). Others, such as Commission accrual, are shown as planned and cannot be switched.
Proposing a field change and approving it are separate rights: apps.configure to propose, apps.config.approve to approve.
What happens next
The audit trail records a 'sales.settings' event with only the fields that changed, with old and new values. Saving with no change writes nothing. If two people save at the same time, the second is refused as out of date: reload and repeat.
Good to know
- Values are checked by the system, not only the screen. Other messages: 'Enter a percentage.' and 'Choose one of the listed options.'
- A repeated PO set to Block refuses confirmation with 'Customer PO <number> is already on SO-...'. With Warn, only a warning shows on the Quotation tab.
- Settings do not change documents already confirmed except through the checks at the next step.
- Quotation templates, reasons and commission plans have their own screens: Quotation templates and reasons, Commissions.