This guide will help you manage the basic information and settings of sales. You will learn to use different settings such as complaint time, penalty interest, and collection charge. Additionally, you will learn to manage sellers, discounts, payment methods, and terms of delivery.
CONTENTS
- Sales basic information
- Sellers
- Discounts
- Payment method management
- Payment terms
- Delivery methods
- Terms of delivery
- Management of auxiliary business names:
You can access the basic information and settings of sales from Sales > Settings > Basic Information and Settings > Sales Basic Information. At the top of the view, there are tabs for Sales Basic Information, Sellers, Payment Method Management, Payment Terms, Delivery Methods, Terms of Delivery, and Auxiliary Business Names. This guide goes through the settings one tab at a time.
Sales basic information
Complaint time:
The defined complaint time is printed on offers, orders, and sales invoices.
Penalty interest:
Penalty interest is printed on offers, orders, and sales invoices. This information is used as the basis for calculating interest and collection invoices.
Collection charge:
Enter the amount of the collection charge used by the company here, which is used as the default, for example, in customer-specific collections.
Temporary customer in accounts receivable:
By default, the system's temporary customer is Temporary Customer. However, the user can choose the desired temporary customer from the system's customers. Multiple temporary customers can also be defined: Hold down the CTRL key while selecting the desired customers with the left mouse button. If the temporary customer has been accidentally removed, it can be restored as follows: You can create a TEMP customer yourself, i.e., create a customer with the customer code TEMP without a business ID and save it as a personal customer. After this, mark the customer as a TEMP customer in the sales basic information, after which the personal customer information can be removed from the customer card.
Default product for re-invoicing purchase invoices:
The product used on the sales invoice item lines in the re-invoicing of purchase invoices, if the products of the re-invoiced purchase invoice are not found in the product register. Read more about re-invoicing purchase invoices here.
Default printing formats:
This section defines the default printing formats. A customer-specific default printing format can also be defined in the customer's information. The format defined in the customer's information overrides the sales basic information setting. The printing format can be changed from the offer, order, or invoice during its printing, but the default format comes from the sales basic information or the customer.
Additional settings for invoice printout (does not affect invoice information):
Decimals shown in product unit price:
This section defines how many decimals will appear on the sales invoice printouts for net and gross prices on the invoice line. A minimum of two and a maximum of five decimals can be shown. If the view is limited in the settings, e.g., to two decimals, more decimals may still appear in the Netvisor invoice view. However, the decimal limit set in the settings will appear on the printout, pdf letter, and email pdf file. The decimals visible in the unit price field in Netvisor are sent in the e-invoice message. This is because, according to the European standard for e-invoicing (EN 16931 -standard) the value must be shown accurately and cannot be rounded.
Bundle product lines of models on printouts:
If the setting is selected, products from the same model originating from the same warehouse will be bundled under a common product line, even if they are itemized on the invoice. The selection is visible if extended product management is in use.
Information shown on printout
By changing the additional settings for printing, the user can choose the desired combination of different options, for example, if pre-printed forms or the company's logo includes the company name, etc.
Default calculation targets for sales invoices:
Invoice-specific = Calculation targets cannot be selected on the invoice line, and calculation targets (Financial Management > Settings > Calculation Target Management) cannot be defined as default targets in the customer or product register.
Invoice line-specific = Calculation targets can be defined on the invoice line. Additionally, calculation targets can be set to appear by default either in the customer or product register (Financial Management > Settings > Calculation Target Management).
Allow email sending for event types:
In this section, select which events can be forwarded via email. Additionally, the Electronic Service Channels menu (Company Menu > Electronic Service Channels) must have "Sales Invoice Forwarding via Email" enabled.
Inventory valuation method:
Shows which inventory valuation method is in use. The inventory valuation method can be changed via the "Manage" link. The methods are explained in more detail here.
Automatically allocate partial payments by default:
This selection should be enabled if you want partial payments to be automatically allocated to invoices based on the reference. Note! Changing this selection only affects new invoices, not those already in Netvisor.
If you want to set a rounding tolerance for incoming payments, this setting can be found at Company Menu > Company Basic Information and Settings > Basic Information > Rounding Tolerance for Payments.
Do not send advance notifications for direct debits:
If the company uses direct payment, you can decide whether advance notifications are sent to the customer for these invoices. Advance notifications cannot be sent via email.
Bring customer's default contact person to the invoice:
If a default contact person is given on the customer's Additional Information Editing tab, this selection determines whether this information is shown on the invoice or not.
Sellers
The view lists all users and allows you to select who among them are classified as sellers. After selection, the user can be chosen as a seller for an offer, order, or invoice. A new seller can be added from the "Add New Seller" link in the upper right corner. Seller information can be edited by clicking the "Edit" link (in the image, section 1). You can remove the added seller from the "Delete" link (in the image, section 2). If a seller stops working at the company, we recommend leaving them in the seller list but removing the checkmark from the front of the row. This way, the user's sales history is still available. If the seller is removed, their old sales will be transferred to unallocated sales. A seller cannot be removed if they are set on an invoice/invoices or if they are set as the default seller behind a customer.
A commission percentage can be added for the seller, which they receive from the sales they make. The commission percentage appears on the invoice lines when the seller is selected for the invoice. If both the seller and the product have a commission percentage, the commission information from the seller overrides the product commission. Thus, the commission percentage selected in the seller information will be the commission on the invoice.
Commissions are visible in the Seller report (Sales > Sales Reports > Report Format: Seller Report). The report shows the commission if the user has read or edit rights to commission management (Company Menu > Sales and Purchase Ledger Rights).
Discounts
On the Discounts tab, you can give a mass discount for a specific combination of customer group and product group. In the example below, a 5% discount is given if the customer belongs to the customer group "Customer Group 1" and the invoice includes a product belonging to the product group "Product Group 1". A validity period is also set for the discount.
Managing discounts requires edit rights to the basic functions of the accounts receivable.
Payment method management
A new payment method is added using the "New Payment Method" function. The function guides you to a view where you enter the name of the payment method and select the accounting account. The payment method can be edited by opening the payment method by clicking its name. The payment method can be deleted using the "Delete" function at the bottom left of the edit view. Managing payment methods requires edit rights to the basic functions of the accounts receivable.
Payment terms
New payment terms can be created in Netvisor, which are used on sales invoices, orders, and offers. If there is a need to create invoices, for example, in English, the payment term must also be added in English. The Default Payment Term selection allows you to choose which payment term will be the default for a new customer. A customer's default payment can be selected.
Example 1: If there is no cash discount in the payment term, net days are given (e.g., 30) and cash discount days and discount percentage are set to zero.
Example 2: If a cash discount is desired in the payment term, net days are given (e.g., 30), cash discount days are set to e.g., 14, and the discount percentage is set to e.g., 5. This creates a payment term where the net days are 30, but if paid within 14 days, a 5% cash discount is received. A custom explanation can be used for the payment term if desired.
Default payment term:
The selection allows you to choose the company's default payment term, which will be the default on the invoice. A customer's default payment term can be selected, and it overrides the company's default payment term.
Managing payment terms requires edit rights to the basic functions of the accounts receivable or accounts payable.
Delivery methods
On the Delivery Methods tab, you can add delivery methods that are used on sales invoices, orders, and offers. The Default Delivery Method selection allows you to choose which delivery method will be the default for a new customer. A customer's default delivery method can be selected.
Managing delivery methods requires edit rights to the basic functions of the accounts receivable.
Terms of delivery
On the Terms of Delivery tab, you can add terms of delivery that are used on sales invoices, orders, and offers. The Default Terms of Delivery selection allows you to choose the company's default terms of delivery. A customer's default terms of delivery can be selected, which overrides the company's default terms of delivery. Managing terms of delivery requires edit rights to the basic functions of the accounts receivable.
Management of auxiliary business names:
If the company uses auxiliary business names, their information is entered behind this link. Auxiliary business names can be entered one or more, depending on the company's needs. The information entered under the auxiliary business name will be used on offers, orders, and sales invoices if the entered auxiliary business name is selected as the sender. More about auxiliary business names in their own guide.
Keywords: Sales basic information, penalty interest, collection charge, sellers, discounts, payment methods, payment terms, delivery methods, terms of delivery, default printing formats
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