Sales
Default Deposit Liability Account
Description: This feature enables users to specify the default Customer Deposit Liability Account (Unearned Revenue). It is useful when creating a customer through the Customer module and selecting the Liability Account in the Payments tab. The system will automatically select the default Customer Deposit Account when interacting with other modules, such as the Customer Deposit module.
This account is very important as, if not configured properly, it can cause issues in deposit links and processing advanced payments by customers via credit card
Setting: Choose the default Customer deposit liability account.
Allow Duplicates in Customer Deposit Reference
Description: This setting allows users to create duplicates in Customer Deposit Reference, enabling the use of the same reference number for multiple Customer Deposits. This is useful when orders are received via API or uploads.
Setting: Toggle the button to switch it on or off as per your preference.
Enable this setting with caution, as it may lead to potential issues with tracking and reconciling customer deposits.
Item Return Notes Field Mandatory
Description: This setting ensures that Item Return Notes are mandatory in both Credit Memos and Refund Receipts. Users will be unable to save the Credit Memo or Refund Receipt unless the Item Return Notes field is completed.
Setting: Toggle the button to switch it on or off as per your preference.
Sale Store for Customer Portal Orders
Description: This designated store will serve as the "Sale Store" specifically for orders placed through the Customer Portal.
Setting: Simply select the desired store from the available options in the dropdown menu.
Ship store for Customer Portal Orders
Description: This store will serve as the designated "Ship Store" specifically for orders placed through the Customer Portal.
Setting: Simply select the desired store from the available options in the dropdown menu.
Apply Flat Discount Per Quantity on Shipped Lines
Description: This feature enables users to allocate flat discounts evenly across selected items based on their respective quantities when the order is shipped. By doing so, it eliminates potential discrepancies or errors in discount allocation, ensuring that customers receive discounts proportionate to the quantity of items they purchase. For instance, if a Sales Order line contains 6 items with a total discount of 10 USD, the discount will be split according to the quantity of items in the SO line, which will be approximately 1.67 USD per item.
Setting: Toggle the button to switch it on or off as per your preference.
Restrict Released Sales Order Modifications
Description: This configuration restricts users from modifying released sales orders without proper access granted through the Access Manager. When this setting is activated, users are prompted with a password dialog when attempting to modify a released order. An authorized user can enter their password to override this restriction.
Setting: Toggle the button to switch it on or off as per your preference
Restrict Sales Rep Modifications
Description: This configuration restricts users from modifying Sales Reps without proper access granted through the Access Manager. When this setting is activated, users are prompted with a password dialog when attempting to modify a Sales Rep. An authorized user can enter their password to override this restriction.
Setting: Toggle the button to switch it on or off as per your preference
Allow duplicate phone numbers in customers
Description: This configuration specifies whether the system allows the same phone number to be used for multiple customer records. When enabled, customers can share the same phone number across different records.
Setting: Toggle the button to switch it on or off as per your preference.
Enable Pricing Rule Restrictions
Description: This configuration allows users to activate or deactivate Pricing Rule Restrictions within the Sales Module. These restrictions, defined in the Pricing Rules module, control the min/max/specific price at which users can sell items. For example, you can prevent selling items below cost. To override these restrictions, users are prompted with a password popup where an authorized user can enter their password to approve the override. All overrides are logged in the Authorization Center.
Restrict Modifications for Shipped and Allocated Orders
Description: This configuration feature provides the capability to limit modifications to orders that are in the Shipped, Partially Shipped, and Allocated statuses. To override this restriction, users are prompted with a password dialog where an authorized user can enter their password to approve the modification. Access permissions to override can be granted through the Access Manager module.
Setting: Toggle the button to switch it on or off as per your preference.
Restrict SO for cancellation, if SO is linked with PO
Description: This configuration feature enables you to prevent the cancellation of a Sales Order that is linked to a Purchase Order, which is particularly useful in situations where the Sales Order is associated with the fulfillment of inventory items expected via the Purchase Order. When this restriction is activated, the system will prohibit the cancellation of the Sales Order, ensuring the integrity of the inventory management process.
Setting: Toggle the button to switch it on or off as per your preference.
Restrict SO for closing, if SO is linked with PO.
Description: Activating this configuration setting enables you to prevent the closing of a Sales Order (SO) that is linked to a Purchase Order (PO), which is particularly useful in situations where the Sales Order is associated with the fulfillment of inventory items expected via the Purchase Order. Closing a Sales Order implies no further modifications can be made to it. When this restriction is activated, the system will prohibit the closing of the Sales Order, ensuring the integrity of the inventory management process.
Setting: Toggle the button to switch it on or off as per your preference.
Restrict Items Without Foreign Currency Price in SO
Description: This configuration setting restricts users from adding items to a Sales Order if the item is missing a foreign currency price.
Setting: Toggle the button to switch it on or off as per your preference.
Search Customer by Ship To Name
Description: This configuration setting allows users to search for customers by the "Ship To Name" field.
Setting: Toggle the button to switch it on or off as per your preference.
Enabling this setting may cause slowness in search performance, especially with large datasets.
Order Release Email Notification
Description: Activating this configuration setting will automatically trigger the sending of an Order Release Confirmation email to the customer. You have the flexibility to customize the email content using the email templates module.
Setting: Toggle the button to switch it on or off as per your preference.
Warning on duplicate Customer PO in Sales Order
Description: Enabling this configuration will display a confirmation warning message when attempting to input a duplicate Customer Purchase Order (PO) in a Sales Order. This feature helps prevent duplicate entries and ensures data accuracy, improving overall efficiency in sales order processing.
Setting: Toggle the button to switch it on or off as per your preference.
Override Product Handle on Upload
Description: This configuration allows you to override the "handle" field during product uploads, which is particularly useful when synchronizing products from XoroERP to another platform like Shopify. The "handle" field typically determines the URL or identifier for the product.
Setting: Toggle the button to switch it on or off as per your preference.
Enable Overdue Invoice Email Reminders
Description: This setting enables the automatic sending of daily overdue invoice reminder emails to customers. These reminders are scheduled based on the "Due/Overdue Invoice Reminder Time" and can be further configured using the app config "Overdue invoices reminder email interval in days" to specify the interval after which reminders are sent. This feature ensures timely communication with customers about overdue invoices, promoting effective payment management and reducing outstanding balances.
Setting: Toggle the button to switch it on or off as per your preference.
Interval for Overdue Invoice Reminders
Description: This setting allows you to specify the frequency of email reminders sent for overdue invoices. For example, if you set the interval to 3 days, the system will send a reminder email every third day after the invoice's due date until the invoice is marked as paid. Customizing this interval helps in managing overdue payments effectively and encourages timely action from customers to settle their outstanding invoices.
Setting: Select the number of days to send reminder for Overdue Invoices.
Auto Apply Customer-level Tax to Shipping (Freight)
Description: This feature automatically applies the same tax selected on the customer level to shipping (freight) costs. It is particularly useful for states or provinces that charge freight tax based on the customer's ship-to address.
Setting: Toggle the button to switch it on or off as per your preference.
Prevent Conversion of Expired Estimates to Sales Orders
Description: Enabling this setting restricts the conversion of expired Estimates into Sales Orders. It ensures that only active Estimates can be converted, maintaining accuracy in sales order creation.
Setting: Toggle the button to switch it on or off as per your preference.
Restrict Operations for Customers On Hold
Description: Enabling this setting restricts specified operations (such as creating or updating estimates, sales orders, releasing orders, etc.) for customers marked as "On Hold." This ensures that customers on hold cannot perform these actions until their status changes.
Setting: Select the operations to be restricted for customers on hold from the available options in the dropdown.
Restrict Released Sales Order Modifications by Item Category
Description: This configuration allows you to specify item categories for which the "Restrict Released Sales Order Modifications" configuration applies. When enabled, it restricts modifications to released sales orders (SOs) based on these categories only. If a sales order contains items within the specified categories, any updates to unit prices or quantities will trigger authorization requirements. This ensures that modifications to released sales orders align with defined authorization rules, maintaining integrity in sales order management.
Setting: Select the items to which you intend to apply "Restrict Released Sales Order Modifications" from the available options in the dropdown.
Prefer Bill To Address Email for Order and Invoice Emails
Description: This configuration setting enables users to prioritize the "Bill To Address Email" preference when sending emails for orders and invoices. If set to "Yes," the system will use the Bill To Address Email when adding emails to the queue via Centers or modules. If set to "No," the customer's billing or primary email address will be used instead. This preference ensures that communications regarding orders and invoices are directed to the appropriate recipient based on the selected email preference.
Setting: Toggle the button to switch it on or off as per your preference.
Dynamic Kit Creation in Sales Orders
Description: This feature allows you to add items to a sales order as temporary kits by using a non-inventory item as the root item marked as a kit item. The items marked as kits then act as a single kit throughout the workflow of the system, streamlining the process and improving efficiency in sales order management.
Setting: Toggle the button to switch it on or off as per your preference.
Enable Item Sales Tax by state mapping
Description: This setting allows you to specify mandatory sales tax for items based on the state or province. When enabled, you can also create tax state mapping profiles to apply to multiple items, avoiding the need to define mappings for each item individually.
Setting: Toggle the button to switch it on or off as per your preference.
Inventory Type for Availability Column
Description: This configuration enables you to customize the type of inventory displayed in the availability column within the Sales Order (SO) and Estimate modules. You can choose from several options such as Available, ATS (Available to Sell), Net Available, and ATS (Inc PO) to suit your specific inventory tracking needs.
Setting: Select the Inventory type for Availability Options from the available options.
Auto Release Sales Order
Description: If enabled, this setting automatically attempts to release the sales order as soon as it is created, streamlining the order processing workflow.
Setting: Toggle the button to switch it on or off as per your preference.
Restrict Order Linking between different Stores
Description: When activated, this setting restricts users from linking orders across different stores within the system.
Setting: Toggle the button to switch it on or off as per your preference.
Require Ship Date for Sales Orders
Description: When this configuration setting is enabled, it makes the Ship Date field mandatory when creating Sales Orders and Estimates within the system. Users must enter a valid Ship Date before they can save or proceed with creating a Sales Order or Estimate.
The purpose of making Ship Date mandatory is to ensure that orders and estimates have a specified shipping or delivery date associated with them.
Setting: Toggle the button to switch it on or off as per your preference.
Auto-Split Deposits When Splitting Sales Orders
Description: When this configuration setting is activated, it enables the automatic splitting of the deposit amount when a Sales Order (SO) is split into new Sales Orders within the system using the "Move Lines" option. This feature ensures that the deposit amount is appropriately allocated between the new Sales Orders based on their total amounts, favoring the new Sales Orders for the allocation.
Here's how the configuration setting works:
Equal or Lesser Amount: If the deposit amount linked to the original Sales Order is equal to or less than the total amount of the new Sales Order created during the split, the entire deposit amount will be linked to the new Sales Order.
Excess Amount: If the linked deposit amount is greater than the total amount of the new Sales Order, a portion of the deposit amount equal to the new Sales Order's total amount will be linked to the new Sales Order. The remaining deposit amount will stay linked to the original Sales Order.
Setting: Toggle the button to switch it on or off as per your preference.
Hide Estimates from Customer Info
Description: When activated, this setting hides estimates from the Customer Info module, affecting how users view and interact with estimate-related data. Users can customize their preferences by toggling this setting on or off.
Setting; Toggle the button to switch it on or off as per your preference.
Allowing Duplicating Expired Estimates
Description: This feature allows users to create duplicates of expired estimates within the system, useful for referencing or reusing them.
Setting; Toggle the button to switch it on or off as per your preference.
Send Email on Sales Order Allocation
Description: This feature automatically sends a notification email to the designated Sales Representative along with the pick wave document when a Sales Order is allocated/waved.
Setting; Toggle the button to switch it on or off as per your preference
Additional Email Recipients for SO Allocation
Description: This setting allows users to specify additional recipients who will receive the Sales Order allocation email along with the Pick Wave document.
Setting: Fill in the email addresses by adding comma-separated email addresses in the designated field.
Include Packing Slip in Invoice Emails
Description: When this setting is activated, the system automatically includes the packing slip attachment along with the invoice when sending invoice emails to customers.
Setting: Toggle the button to switch it on or off as per your preference.
Enable Due Invoice Reminder Emails
Description: When enabled, this setting sends timely reminders about due and overdue invoices. You can specify the reminder email time using the "Due/Overdue Invoice Reminder Time" setting.
Setting: Toggle the button to switch it on or off as per your preference.
Invoice Due Reminder Email Interval in Days
Description: When enabled, this setting automatically sends email notifications for upcoming due invoices to customers based on the specified frequency. Define the interval by entering the respective days separated by commas. For example, entering "7,3,0" would trigger reminders 7 days prior, 3 days prior, and on the due date until the invoice is settled.
Setting: Enter the value in the designated field. This value will determine the interval for sending invoice due reminders, measured in days.
Due/Overdue Invoice Reminder Time
Description: This feature ensures that due and overdue invoice reminder emails are sent to customers daily at the specified time.
Setting: Select the value from the available dropdown options as per preference.
Enable Shipping Details for Pickup Orders
Description: This configuration setting allows users to input shipping details even when the shipping method for a Sales Order is designated as "Pick Up." When activated, fields related to shipping—such as Carrier, Ship Service, Shipping Terms, and FOB—will be accessible and editable.
Conversely, when the App Config setting is disabled (OFF), the system restricts the addition of Shipping details specifically for the "Pick-Up" shipping method, ensuring adherence to configured policies and practices.
Setting: Toggle the button to switch it on or off as per your preference.
Auto Inventory Adjustment on Wave Creation
Description: Enabling this setting allows automatic inventory adjustments in the Sales module when shortages are detected during Wave creation or shipment upload. If "Enable Auto Produce When Having Insufficient Inventory" is enabled but this setting is disabled, the system will create manufacturing orders for the needed quantity. When this setting is enabled, the system will adjust the inventory automatically, ensuring timely adjustments to fulfill sales orders and improve operational efficiency.
Setting: Toggle the button to switch it on or off as per your preference.
This setting impacts financial transactions and should be enabled only with proper knowledge.
Use logged-in user as Sales Rep
Description: If this setting is enabled, when creating an Estimate, Sales Order, Invoice, or Sales Receipt, the Sales Rep field is populated with the logged-in user if their role is Sales Rep or Sales Management. If the logged-in user does not have these roles, the customer's default Sales Rep will be used.
Setting: Toggle the button to switch it on or off as per your preference.
Restricted customer access for sales reps
Description: Enabling this setting restricts sales representatives to load only their designated customers in the customer selection dropdown menus throughout the entire application. This restriction ensures that sales reps can create orders or invoices exclusively for the customers they are specifically assigned to.
Setting: Toggle the button to switch it on or off as per your preference
Allow Future Order Date in Sales Order
Description: When activated, this app configuration setting allows the user to input a future date as the order date in the Sales Order module.
Setting: Toggle the button to switch it on or off as per your preference.
Blank Quantity in Item Entry
Description: This setting ensures that the Item Quantity field in modules such as Sales Orders (SO), Purchase Orders (PO), and similar modules is left blank when adding an item. Users must manually input the quantity, ensuring that the "Quantity" input box in the "Item Detail" popup remains empty.
Setting: Toggle the button to switch it on or off as per your preference.
Default Shipping Carton Configuration Options
Description: This setting allows users to customize how default cartons are generated during the packing stage of the shipping process, including Pack & Ship, Express Ship, and Quick Ship for orders.
Users can choose from three options:
Single Carton: A single carton is used for shipping each order, maintaining the existing functionality.
One Carton Per Item: A separate carton is created for each item in the Sales Order during shipping, useful for orders with multiple lines of the same item.
One Carton Per Quantity: One carton is assigned for every quantity of an item in the Pack & Ship process. For example, if an order includes three quantities of the same item, three separate cartons will be used.
Setting: Choose the desired option from the available selections in the field dropdown menu.
Display Deposit and Refunded Amounts in Sales Orders
Description: This setting enables the display of the deposit refund amount and the remaining deposit amount in the Sales Order summary.
Setting: Toggle the button to switch it on or off as per your preference.
Date offsets for Sales Order, Estimate and Invoice Date
Description: This setting allows users to customize date offsets for Estimates, Sales Orders, and Invoices, measured in days. It adjusts various date types within these modules automatically, such as Follow-Up Date, Due Date, and Valid Until Date, according to specified offset values.
Setting: Enter the number of days to add to the current date for each offset.
Enable Daily Invoice Emails
Description: This setting enables the system to automatically send invoices to customers daily at the specified time, known as 'Daily Invoice Email Time.' It ensures that invoices created on the same day are emailed to customers if they have not been sent already. This feature is particularly useful for businesses that regularly send invoices on a daily basis.
Setting: Toggle the button to switch it on or off as per your preference.
Daily Invoice Email Time
Description: This setting defines the specific time for sending daily invoice emails triggered using the "Enable Daily Invoice Emails" configuration.
Setting: Toggle the button to switch it on or off as per your preference.
Enable BackOrder Qty on SO
Description: Activating this setting allows users to reserve a specified quantity of items in a Sales Order, preventing them from being included in waves or shipments. When enabled, the "BackOrder" option will appear in the Sales Order Details columns dropdown menu, allowing users to designate and block item quantities from being waved or shipped directly from the designated field.
If this setting is disabled, the "BackOrder Qty" option will not be available in the Sales Order Details columns, limiting the ability to reserve item quantities for future processing.
Setting: Toggle the button to switch it on or off as per your preference.
Restrict Operations for BackOrder Qty
Description: Enabling this setting restricts specific operations during the process of waving or shipping sales orders for quantities marked as back-ordered. This ensures that back-ordered quantities are not included in these processes.
Setting: Select the value from the available dropdown options as per preference. The available options are Create Wave and Ship.
Pricing level vs Pricing Restriction Priority
Description: This configuration determines the priority between pricing restrictions and pricing levels when both are applicable while adding an item to a sales order.
Setting: Select the value from the available dropdown options as per preference.
Restrict Orders That Have Passed the Cancellation Date
Description: This setting restricts operations for orders that have surpassed their cancellation date. When activated, the system will prohibit wave, pick, and ship operations for any order that has exceeded its cancellation date.
Setting: Toggle the button to switch it on or off as per your preference.
Enable Invoice Linking with Credit Memo
Description: This feature allows users to establish links between invoices and general credit memos that have no reference to invoices, improving the management and tracking of financial transactions within the system.
Setting: Toggle the button to switch it on or off as per your preference.
Default Sales Tax Exempt Code
Description: If this setting is selected, the system will use it as the default tax code where no tax is applicable during address-based tax calculations.
Setting: You can either select the option of Auto-select or choose from other options in the dropdown as per preference.
Auto-Send Customer Monthly Statements
Description: If this setting is enabled, it will automatically send statements to customers covering the previous month's activity.
Setting: Toggle the button to switch it on or off as per your preference.
Customer Statement Email Intervals in Days
Description: If this setting is enabled, it will automatically send customer statements based on the selected interval. For example, selecting "First day of month" will send statements covering the previous month's first to last day. Selecting "15th day of month" will send statements from the current month's first day to the fifteenth day, and selecting "Last day of month" will send statements from the current month's first day to the last day.
Setting: Select the value from the available dropdown options as per preference.
Customer statement Email Time
Description: The Customer statements emails trigger by "Auto-Send Customer Monthly Statements" will be sent to the customers at the specified time.
Setting: Select the time from dropdown options in the designated field as per requirement.
Display Voided Wave Lines in Invoices and Packing Slips
Description: This setting shows the voided wave lines in the Invoice and Packing Slip documents. This ensures complete visibility of all wave lines, including those that have been voided.
Setting: Toggle the button to switch it on or off as per your preference.
Automated Email Notification for Pack & Hold Release
Description: When activated, this setting automatically sends Pack & Hold Release emails to customers when orders are marked as pack & hold (manually or by the system). Email content can be personalized using the email templates module, ensuring timely notifications and updates for customer orders.
Setting: Toggle the button to switch it on or off as per your preference.
Auto-Send Order Cancellation Emails
Description: When this setting is enabled, an order cancellation email will be automatically sent to the customer. The email content can be customized using the email templates module.
Setting: Toggle the button to switch it on or off as per your preference.
Enable linking DC Addresses to Ship-to Addresses
Description: Enabling this setting allows users to connect a Distribution Center (DC) address to the ship-to address during sales transactions. This functionality streamlines and improves the accuracy of managing shipping logistics within the sales process.
Setting: Toggle the button to switch it on or off as per your preference.
Enable Wave Allocation From Linked PO LPN(s)
Description: This setting enables the system to allocate inventory to sales orders during wave creation by directly linking inventory from Purchase Order (PO) License Plate Numbers (LPNs).
Wave Allocation: When toggled on, the system allows inventory associated with specific LPNs from linked purchase orders to be allocated to sales orders during wave creation.
Integration with PO LPNs: It is particularly useful for operations where inventory is tracked using LP; Ns, ensuring that linked POs can directly supply the required stock for orders.
Setting : Toggle the button to switch it on or off as per your preference.
Auto-Fulfill Non-Inventory/Service Items During Create Wave
Description: This setting ensures that non-inventory or service items are automatically marked as "picked" when a wave is created.
Non-Inventory Items: These are items or services that do not require physical stock management, such as consulting fees, warranties, or digital goods.
Auto-Fulfillment: When toggled on, the system automatically updates the status of these items to "picked" during wave creation, eliminating the need for manual updates.
Setting: Toggle the button to switch it on or off as per your preference.
Default Tax Code for 3PL Mode Orders
Description: This configuration specifies the default tax code for all sales orders imported into the system when 3PL mode is enabled.
Default Tax Application: When orders are uploaded via file or imported through API, this tax code is automatically applied to the orders, ensuring consistent tax handling.
3PL Mode Relevance: In 3PL mode, where third-party logistics providers manage inventory and fulfillment, it is crucial to have a predefined tax code for smooth integration and compliance.
Setting:
Click on the edit icon next to this setting in the Sales tab.
Select the desired tax code from the dropdown menu.
Save the configuration to apply the default tax code to all imported orders.
Send or Generate a Single Payment Link for Multiple Sales Orders
Description: This setting allows the generation of a single payment link that consolidates multiple sales orders, simplifying payment processes for customers.
Single Payment Link: Instead of generating separate payment links for each sales order, this setting consolidates them into one link.
Enhanced Customer Experience: Customers can make payments for multiple sales orders in a single transaction, reducing complexity.
Operational Benefits:
Simplifies the payment process for bulk orders.
Improves customer satisfaction by providing a streamlined payment solution.
Reduces administrative overhead for reconciling multiple payments.
Setting: Toggle this setting on in the Sales tab of the App Config module. Once enabled, the system will generate consolidated payment links for applicable sales orders.
Include Not Available Inventory While Calculating Cancel Qty For Orders
Description: This config determines whether 'Not Available' inventory is considered when calculating cancel quantities. If this config is enabled, the 'Not Available' inventory will be considered when calculating cancel quantities. If this is disabled, the 'Not Available' inventory will not be considered.
Setting: Enable or disable this config as per your preference.
Auto-Cancel Sales Order on Inventory Shortage
Description: This setting allows the system to automatically mark orders for cancellation if insufficient inventory is available when creating a sales order. When this config is enabled, the "Auto Update Cancel Qty On SO?" option is enabled in the "Other" tab of the sales order.
Setting: Enable or disable this config as per your preference.
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