Invoicing Settings

1. Click “Sales” from the main menu.
2. Click on “Sales Settings”.
   
3. Click on “Invoicing Settings”.

Invoice Configuration

• Next Auto-Generated Invoice Number: Specifies the number that the system will automatically use when creating a new invoice.
  This number will be automatically assigned to the next invoice created in the system.For more details, refer to the ِِِِِAuto Number Settings Guide.
• Manual Editing of Invoice Numbers: Enable this option to allow users to manually set or edit the invoice number during creation, based on their assigned permissions.
• Invoicing Method: Choose how invoices are delivered to customers:
  • Print only
  • Send by Email only
  • Both (Print and Email).

   

• Manual Item Edits and Custom Entry: Allows users to modify item details within the invoice or add unregistered products and services. Permissions can be controlled through user roles.
• Minimum and Last Selling Price Per Item Display: Controls whether to show the minimum selling price and the last selling price of items as internal reference data (not visible to customers).
  You can choose between:
  • Hide minimum and last selling price.
  • Show minimum price and last selling price based for the selected client
  • Show minimum price  and last selling price across all clients.

   

• Copy Notes/Terms When Converting a Sales Order or Estimate to an Invoice or Estimate to a Sales Order: Automatically copies notes and terms when converting a sales order or quotation into an invoice.
• Invoice Preview  Before Saving: Allows users to preview the printable version of the invoice before saving it.
• Invoice Custom Statuses: Enables the creation of custom invoice statuses (such as “Under Review” or “Pending Delivery”) using the Manage Custom Statuses option.
• Show Invoice Profit Tab (Hidden from Clients): Displays a profit tab within the invoice for authorized users only. Profit is calculated based on the average product cost from purchase invoices.
• • Show trailing zeros (e.g., 10.00)
  • Hide trailing zeros (e.g., 10)
  • Auto (based on value)Display a Trailing Zeros: Controls how decimal numbers appear on invoices:

• Currency Conversion Rate : Allows you to control whether the currency conversion factor field is shown or hidden.

• Share Invoices via Social Media
  Allows sending invoices directly to customers via social media. Invoices can also be shared by SMS and email by default.

Pricing and Discounts

• How to Apply Discounts:  You can also define which users are allowed to apply discounts. Choose how discounts are applied
  • Invoice total discount only
  • Discount per item
  • Both invoice total and per item
• Enable Maximum Discount Percentage Limit: Set the maximum allowable discount percentage per user, with full control via user roles.
• Advanced Pricing Options: Enable additional pricing fields such as minimum price, discount value, and profit margin. These appear in product and service forms and are applied in invoices.
• Minimum Sales Price Calculation: Specify whether the minimum selling price includes tax or excludes tax.
• Selling Items Below Average Cost: Control whether selling products below their average cost is allowed. The average cost is calculated automatically from purchase invoices.
• Change Price List When Creating Invoices: Allows selecting a different price list than the default customer price list (e.g., retail or wholesale).
  For more details, refer to the Price List Setup Guide.
• Sales Invoice Adjustments: Add or deduct amounts from the invoice total with custom labels and link them to accounting accounts. Multiple adjustments can be applied to a single invoice.
  For more details, see the Invoice Adjustments Guide.

Payments and Credit

• Mark Invoices as Already Paid by Default: Automatically mark invoices as paid upon creation, with the ability to select the payment method and cash/bank account.
• Auto-Pay Invoices Using Client Credit: Allows the system to automatically use the customer’s available balance to settle invoices fully or partially.
• Debit Note: Create debit notes to record additional charges, adjust previous invoices, or increase outstanding balances, with direct linkage to the original invoice.

Inventory Control

• Prevent Specific Item Categories from Being Sold or Invoiced: Prevent selling or invoicing specific product or service categories according to business rules.
• Selling Expired Products: Control whether selling expired items is allowed, provided that expiration tracking is enabled in inventory settings.

Accounting Entries

Custom Journal Description: Customize the description used in accounting journal entries generated from sales invoices, using predefined text or variables.

 

Default Tax

This section controls the default tax applied to each line when creating a new sales transaction, separately for Tax 1 and Tax 2. You can manually change the tax on any line at any time.

• Default Tax 1: Choose from three options: Match Product Tax (each line uses the tax specified for the selected product; if the product has no tax, the line will be tax-free), No Tax (no tax is applied to any line by default regardless of the product tax settings), or Specific Tax (a specific tax is applied to all lines by default regardless of the product tax settings).
• Require Tax 1: Enable this option to require users to select Tax 1 before saving the invoice. If a user attempts to save an invoice with a line that has no Tax 1 selected, saving is blocked and a validation message appears identifying the first missing line number.
• Default Tax 2: Includes the same three options available for Default Tax 1 (Match Product Tax, No Tax, or Specific Tax) and is configured completely independently of it.
• Require Tax 2: Enable this option to require users to select Tax 2 before saving the invoice. If a user attempts to save an invoice with a line that has no Tax 2 selected, saving is blocked and a validation message appears identifying the first missing line number.

The Require Tax 1 and Require Tax 2 settings also apply to Estimates and Sales Orders, and do not apply to invoices automatically generated by the system (such as POS invoices, recurring invoices, or invoices generated from booking conversions).