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.
• Display a Trailing Zeros: Controls how decimal numbers appear on invoices:
  • Show trailing zeros (e.g., 10.00)
  • Hide trailing zeros (e.g., 10)
  • Auto (based on value)

   

• 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: Choose how discounts are applied:
  • Invoice total discount only
  • Discount per item
  • Both invoice total and per item
    You can also define which users are allowed to apply discounts.

   

• 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.