Configuration of order management

1. Edit order categories

The settings dialogue is opened via Settings Order categories. This shows an overview of the existing order categories, the order of which is adjusted using drag & drop.

A new order category is added via Add. Alternatively, duplicate an existing category via Copy and configure it subsequently.

Unneeded categories are set to inactive in the next step 2 so that they are hidden in the orders overview. Alternatively, they can be deleted directly.

2 Open configuration

Select the desired category and click Edit to open the configuration.

Here is where you can adjust the name, debtor account and other parameters:

• The default sequence number for a new order
• Whether the order should have a due date and if so, how many days
• The standard currency of the order
• The standard document template for this category
• A fixed responsible person
• Which status should be set when the order is downloaded / sent
• Which address type is used by default
• A rounding of the grand total
• Whether positions should be displayed with gross prices

3. Customise status and actions

The statuses are arranged, edited and deleted in the Status tab. The name and colour of the status are set in the Edit dialogue. Furthermore, an action can be defined which is triggered as soon as this status is selected. For example, an order confirmation can be generated from an accepted offer.

The checkboxes can be used to select

• whether the status should trigger book entries (e.g. Open status for an invoice)
• whether the stock should be influenced for stock items (e.g. status Delivered for a delivery note)
• whether the order should be completed. This means that the orders are no longer displayed in the following fiscal period.

4. Edit and add booking templates

Booking templates are useful for order categories that trigger book entries. In the standard configuration, these are invoices and credit notes.

Templates are added, copied, edited or deleted in this tab. For example, the default account can be changed for the Payment booking template. In the screenshot, a booking template for debtor losses is created.

Important for companies subject to VAT: the checkbox for Allow tax rate must be ticked for the booking templates for e.g. cash discount, additional revenue or debtor losses. But never for payment bookings!

5. Save standard texts

Standard texts that are used for every new order can be stored in the Texts tab. Three texts can be stored:

• Text above the items table
• Text below the items table
• Email text: for sending order documents by email

Using placeholders (highlighted in yellow), consistent, error-free texts are inserted.

More on this in the text template tutorial 

6. Attach standard PDF

A PDF file can be stored in the PDF tab, which is attached to every order in this order category by default. For example, terms of service or contract conditions can be attached here. The PDF attachment is merged with the order to one PDF.

• The attachment is always added at the very end of the order document, i.e. also after the payment slip.
• Terms of service change at certain intervals and must be updated. However, a change to the category PDF has no effect on existing documents/invoices. Once attached, PDF files remain linked to the document and do not change retroactively.