# Sale Settings

Sale Settings control optional fields, pricing behaviour, discounts, bill layout, export shipment fields, data-entry rules, and POS options for the entire Sales module. Configure these once before creating quotations, orders, invoices, and other sale documents.

On this page

Getting started
Overview Quick Start
Settings reference
General & Basic Settings Invoice Fields & Data Points Data Entry Rules Price Discounts Bill Layout Export Settings POS Settings
More
Actions FAQ Related

Overview & Form View

Go to Sales → Settings → Sale Settings from the left menu. This is a single settings form — not a list. One record exists per company. Open the page, adjust options in the grouped sections, and click Update. Changes apply company-wide to all sale transactions after save. Sale Settings Sale Settings Sale Settings do not post to accounts or inventory. They control which fields appear, how prices and discounts behave, and how bills print. Form sections | **Section** | **Purpose** | |-------------|-------------| | General & Basic Settings | Optional header and line fields on sale documents | | Invoice Fields & Data Points | Extra item-line columns, bill header fields, charges, and optional variant details in bill description | | Data Entry Rules | Customer and sale invoice mandatory fields, duplicate checks, delivery rules | | Price | Previous-customer price, under-cost prevention, FOC sales, zero-stock estimated cost on enquiry | | Discounts | Item-line vs invoice-level discounts and journal posting | | Bill Layout | Print layout for totals and tax-inclusive item lines | | Export Settings | Shipment fields on export documents | | POS Settings | Options for Quick Sale / POS entry only | Conditional fields | **Field** | **Shown when** | |-----------|----------------| | Set the sale price to zero if there is no previous price for the customer | Fetch the previous sale price for the customer is enabled | | Estimated cost add-on % in zero stock | Show estimated cost on zero stock is enabled | | Discount in, Discount Method, Discount at invoice level after tax?, Include discount in journal entry | Has discounts is enabled | | Discount calculated on (for tax Inclusive) | Has discounts is on and company item rate type is tax inclusive | | Prevent invoice if trade license expired | Company country is UAE | | Brand, Batch, Serial Numbers, Variants, Inventory Bin in item line fields | Matching inventory feature is enabled for your company role |

Quick Start

1. Navigate

Go to Sales → Settings → Sale Settings.

2. Review each section

Work through the sections from top to bottom: General & Basic Settings, Invoice Fields & Data Points, Data Entry Rules, Price, Discounts, Bill Layout, Export Settings, and POS Settings.

3. Save

Click Update to save. Use Reset to reload the last saved values, or Cancel to leave without saving.

General & Basic Settings

Show Sales Person field

| | | |---|---| | **What it does** | Shows the Employee (sales person) field on standard sale entry screens. | | **Screens affected** | Sale Quotation, Sale Order, Sale Invoice, Pro Forma Invoice, Commercial Invoice, Sale Return Order, Credit Note | | **Reports** | No dedicated setting column. Employee appears on Employee Wise Sale Report and related employee reports when filled on bills. |

Show Prepared by field

| | | |---|---| | **What it does** | Shows the Prepared By employee field on sale entry and view screens. | | **Screens affected** | Sale Quotation, Sale Order, Sale Invoice, Pro Forma Invoice, Commercial Invoice, Sale Return Order, Credit Note | | **Reports** | No dedicated report column. May appear on printed bills when filled in. |

Show Reference Name & Phone field

| | | |---|---| | **What it does** | Shows Reference Name and Reference Phone header fields on standard sale forms (not POS). | | **Screens affected** | Sale Quotation, Sale Order, Sale Invoice, Pro Forma Invoice, Commercial Invoice, Sale Return Order, Credit Note | | **Reports** | No standard report column. Values may appear on printed bills. |

Show Customer PO Number in Sales

| | | |---|---| | **What it does** | Shows the LPO / FPO Id field on sale documents. The field also appears when it is listed under Sale invoice mandatory fields, or when the selected Sale Type includes LPO Number under Select Required Fields. | | **Screens affected** | Sale Order, Sale Invoice, Pro Forma Invoice, Commercial Invoice, and related sale documents that show LPO / FPO Id | | **Reports** | Customer PO may appear on order-wise sale reports and outstanding reports when saved on orders or invoices. |

Show Notify Party field

| | | |---|---| | **What it does** | Shows Notify Party and Notify Party Address on export-oriented sale documents. | | **Screens affected** | Sale Quotation, Sale Order, Sale Invoice, Pro Forma Invoice, Commercial Invoice | | **Reports** | No — affects entry and print only. |

Show Delivery Terms

| | | |---|---| | **What it does** | Shows the Delivery Term header field. | | **Screens affected** | Sale Quotation, Sale Order, Sale Invoice, Pro Forma Invoice, Commercial Invoice, Sale Return Order, Credit Note | | **Reports** | No dedicated column. May print on bills. |

Show Vehicle Number in Invoice

| | | |---|---| | **What it does** | Shows the Vehicle Number field on sale invoices. | | **Screens affected** | Sale Invoice | | **Reports** | No dedicated report column. |

Show Secondary Unit in Bill

| | | |---|---| | **What it does** | Shows secondary unit quantity and unit fields on item lines. Quantity on the primary unit is derived from secondary unit conversion when all three values are entered. | | **Screens affected** | Sale Quotation, Sale Order, Sale Invoice, Pro Forma Invoice, Commercial Invoice, Sale Return Order, Credit Note | | **Reports** | No — data entry and line calculation only. |

Enable zero quantity in Sale Quotation

| | | |---|---| | **What it does** | Allows item lines with zero quantity on sale quotations. When off, quantity validation requires a non-zero qty. | | **Screens affected** | Sale Quotation only | | **Reports** | No — validation at save time only. |

Invoice Fields & Data Points

Append variant details to bill description

| | | |---|---| | **What it does** | When enabled, selecting an item variant on a sale line appends Variant label : Option name under the item's bill description — item description on the first line, then two variant pairs per line. When off, the line description stays as the item bill description only. | | **Screens affected** | Sale Quotation, Sale Order, Sale Invoice, Pro Forma Invoice, Commercial Invoice, Sale Return Order, Credit Note, and other sale documents that copy bill description to the line | | **Reports** | No — affects the line description stored on the bill (and print when Description is shown) | | **Note** | Shown only when the company has Item Variant access. Option Name is used for the value (not abbreviation). Turn this on together with the Variants additional item line field when you use variants. |

Select additional item line fields you will like to Add

| | | |---|---| | **What it does** | Adds optional columns to the item line grid on sale bills. Some options appear only when the corresponding inventory feature is enabled. | | **Available options** | Description, Item code, HSN number, MRP, Barcode, Taxable Amount, Brand, Batch, Batch Expiry, Batch Manufacturing Date, Serial Numbers, Variants, Inventory Bin, Remarks in Sale Quotation, No of Rolls, Length, Width | | **Screens affected** | Sale Quotation, Sale Order, Sale Invoice, Pro Forma Invoice, Commercial Invoice, Sale Return Order, Credit Note | | **Reports** | Enabled line fields can appear in Sale Report Advanced, Bill Item Wise Sale, and other item-wise sale reports. | | **Print note** | For Remarks in Sale Quotation, you can print remarks under the item name instead of a separate column by selecting Remarks (Sale Quotation) under Select fields to show in item name column in Print Settings → Bill Fields. |

Select additional bill fields you will like to Add

| | | |---|---| | **What it does** | Shows selected extra header fields on sale bills. | | **Available options** | Dispatch From Address, Other Reference Number (for sale order/invoice) | | **Screens affected** | Sale Quotation, Sale Order, Sale Invoice, Pro Forma Invoice, Commercial Invoice, Sale Return Order, Credit Note | | **Reports** | No dedicated charge report. Values may appear on printed bills. |

Select additional charges you will like to Add

| | | |---|---| | **What it does** | Shows selected charge fields in the totals area of sale bills. | | **Available options** | Shipping Charge, Installation charge, Miscellaneous charge, TCS | | **Screens affected** | Sale Quotation, Sale Order, Sale Invoice, Pro Forma Invoice, Commercial Invoice, Sale Return Order, Credit Note | | **Reports** | Charge amounts flow into bill totals on Sale Report and related reports. |

Data Entry Rules

Use Sale Order Delivery Due Date as Delivery Note Date

| | | |---|---| | **What it does** | When creating a Goods Delivery Note from a sale order, defaults the delivery note date to the sale order's delivery due date when present. | | **Screens affected** | Goods Delivery Note (Inventory module) when linked from Sale Order | | **Reports** | No — affects delivery note date only. |

Prevent duplicate customer purchase order id

| | | |---|---| | **What it does** | Blocks saving when the same customer already has another approved sale order with the same customer PO number. | | **Screens affected** | Sale Order | | **Reports** | No — validation at save time only. |

Enable Customer Approval Workflow

| | | |---|---| | **What it does** | Enables customer approval workflow for new or updated customers (when customer approval is configured). | | **Screens affected** | Customers — new and edit customer forms | | **Reports** | No — affects customer master approval status only. |

Prevent over delivery from sale order

| | | |---|---| | **What it does** | Blocks delivered quantities that exceed the remaining undelivered quantity on the linked sale order line. Totals include other open and approved deliveries against the same order. | | **Screens affected** | Goods Delivery Note and Service Completion Note when linked from a Sale Order — checked on update and approve | | **Reports** | No — validation at save / approve time only. |

Prevent direct creation of delivery note

| | | |---|---| | **What it does** | Blocks creating a Goods Delivery Note with On Transaction = Direct. New delivery notes must be linked to a Sale Order, Purchase Return Order, or Receipt Note. The Direct option is hidden on the new delivery note form when this setting is on. | | **Screens affected** | Goods Delivery Note — New | | **Reports** | No — validation at create time only. |

Prevent Duplicate invoice number

| | | |---|---| | **What it does** | Blocks saving a Sale Invoice when another approved or closed invoice already uses the same bill number. | | **Screens affected** | Sale Invoice | | **Reports** | No — validation at save time only. |

Prevent invoice if trade license expired

| | | |---|---| | **What it does** | Blocks sale invoice approval when the customer's trade license expiry date has passed. Shown only for UAE companies. | | **Screens affected** | Sale Invoice | | **Reports** | No — validation at approve time only. |

Customer mandatory fields

| | | |---|---| | **What it does** | Requires the selected fields when creating or updating a customer. Save is rejected with a message listing missing fields. | | **Available options** | Customer Group, Phone, Email, Payment Term, Care of Employee, Customer Category, Customer Route, Sale Type, State, Country | | **Screens affected** | Customers — New and Edit customer forms. State and Country are checked on the first address line. | | **Reports** | No — affects customer master data only. |

Sale invoice mandatory fields

| | | |---|---| | **What it does** | Requires the selected header fields when creating or updating a standard Sale Invoice. Save is rejected on the screen and by the API with a message listing any missing fields. | | **Available options** | Vehicle No, LPO / FPO Id, Project, Branch, Brand, Payment Term, Delivery Term, Sales Person — options shown depend on company settings and module access (see below) | | **Screens affected** | Sale Invoice — standard full-form entry only (not Quick Sale / POS or Credit Note) | | **Reports** | No — validation at save time only. | Options and prerequisites | **Field** | **Listed in settings when** | **Enforced when** | |-----------|----------------------------|-------------------| | Vehicle No | Always | Show Vehicle Number in Invoice is enabled, or the field is marked mandatory here (field stays visible when mandatory) | | LPO / FPO Id | Always | Show Customer PO Number in Sales is enabled, the field is marked mandatory here, or the selected Sale Type requires LPO Number | | Project | Project module access | Field is selected as mandatory | | Branch | Multi-branch is enabled for the company | Field is selected as mandatory | | Brand | Brand-wise profit and loss is enabled | Field is selected as mandatory | | Payment Term | Always | Payment Term field is shown on the invoice (credit-style payment with due dates set to payment terms in Transaction Preferences, and not hidden by sale-order balance rules) | | Delivery Term | Show Delivery Terms is enabled | Field is selected as mandatory | | Sales Person | Show Sales Person field is enabled | Field is selected as mandatory |

Price

When an item is selected on a sale bill, the system resolves the rate in this order (each step is skipped if no match):

  1. Previous customer price — last approved sale rate for this customer, item, and unit (when Fetch the previous sale price for the customer is on).
  2. Custom pricing rule — active Pricing Rule matching customer → customer group → customer category → generic, date range, item, unit, quantity slab, and price or discount scheme.
  3. Date wise pricing — rate from Date Wise Pricing for the transaction date (customer-group-specific price when set).
  4. Basic pricing — default sale price from Basic Pricing (item master price, unit-based pricing, or customer group price on the basic pricing grid).

Price Dependency formulas run on the Date Wise Pricing screen to derive prices from a source item — they do not apply directly on bill entry.

Fetch the previous sale price for the customer

| | | |---|---| | **What it does** | When you select an item, looks up the last approved sale rate for that customer, item, and unit and fills Rate. Uses tax-exclusive or tax-inclusive price to match the bill's rate type. Takes highest priority in the resolution chain. | | **Screens affected** | Sale Quotation, Sale Order, Sale Invoice, Pro Forma Invoice, Commercial Invoice, Sale Return Order, Credit Note | | **Reports** | No — data entry only. Reported sale values reflect whatever rate was saved on the bill. |

Set the sale price to zero if there is no previous price for the customer

| | | |---|---| | **What it does** | Shown only when Fetch the previous sale price for the customer is enabled. If no previous customer rate exists, Rate defaults to zero instead of falling through to pricing rules, date wise pricing, or basic pricing. | | **Screens affected** | Same sale bill screens as previous-customer-price setting | | **Reports** | No — data entry only. |

Prevent under cost sale

| | | |---|---| | **What it does** | Blocks saving when an item line rate is below the item's minimum sale price or estimated cost (when configured). | | **Screens affected** | Sale Quotation, Sale Order, Sale Invoice, Pro Forma Invoice, Commercial Invoice | | **Reports** | No — validation at save time. |

Allow FOC sale

| | | |---|---| | **What it does** | Allows free-of-charge (zero-value) sale lines where the item and business rules permit FOC. When off, zero-rate lines may be rejected. | | **Screens affected** | Sale Quotation, Sale Order, Sale Invoice, Pro Forma Invoice, Commercial Invoice, Sale Return Order, Credit Note | | **Reports** | FOC quantities and values appear on FOC Report. |

Show estimated cost on zero stock

| | | |---|---| | **What it does** | When an item has no stock on hand, Item Enquiry, Item-wise Enquiry Report, and the By Value column on Estimated Cost Margin can still show an estimated cost derived from the item's last approved purchase invoice price plus configured add-on and margin percentages. When off, estimated cost on those screens follows the normal rules only (stored estimated cost value, or margin applied to average inventory value when stock exists). Item-wise Enquiry Report includes zero-stock items by default so these values are visible in the list. | | **Screens affected** | Estimated Cost Margin (By Value display for zero-stock rows) | | **Reports** | Item Enquiry, Item-wise Enquiry Report |

Estimated cost add-on % in zero stock

| | | |---|---| | **What it does** | Shown only when Show estimated cost on zero stock is enabled. Extra percentage added on top of the item's last purchase price when stock is zero and estimated cost is calculated. Combined with the item's estimated cost margin % (from Estimated Cost Margin) using an additive formula: last purchase price × (1 + add-on % ÷ 100 + margin % ÷ 100). Example: last purchase 100, add-on 5%, margin 10% → estimated cost 115. | | **Screens affected** | Estimated Cost Margin (included in server-calculated By Value for zero-stock rows) | | **Reports** | Item Enquiry, Item-wise Enquiry Report |

Estimated cost priority (Item Enquiry, Item-wise Enquiry Report, and Estimated Cost Margin By Value)

  1. Est. cost (value) on the item — if set in Estimated Cost Margin, this fixed value is always used.
  2. When stock is on hand — average unit value × (1 + estimated cost margin % ÷ 100), when margin % is configured.
  3. When stock is zero — only when Show estimated cost on zero stock is on and a last purchase price exists: last purchase price × (1 + add-on % ÷ 100 + margin % ÷ 100). Margin % defaults to zero if not set on the item; add-on % defaults to zero if left blank.

Discounts

When Has discounts is off, discount columns and invoice-level discount fields are hidden on sale bills. When on, the dependent fields below become visible and required.

Has discounts

| | | |---|---| | **What it does** | Master switch for item-line discounts and invoice-level discounts on sale bills. | | **Screens affected** | Sale Quotation, Sale Order, Sale Invoice, Pro Forma Invoice, Commercial Invoice, Sale Return Order, Credit Note | | **Reports** | Discount columns appear on sale reports when discounts exist on saved transactions. |

Discount in

| | | |---|---| | **What it does** | Chooses where discounts are entered. Item line — per-line discount fields. Invoice level — a single discount on the bill header/totals area. | | **Screens affected** | All sale bill screens listed above | | **Reports** | Report discount columns reflect saved item-line or invoice-level discounts. |

Discount Method

| | | |---|---| | **What it does** | Sets whether invoice-level discount is entered as fixed Value, Percentage, or Per Unit. | | **Screens affected** | Sale bills when Discount in is set to Invoice level | | **Reports** | Saved discount amounts appear on reports. |

Discount calculated on (for tax Inclusive)

| | | |---|---| | **What it does** | For tax-inclusive bills, sets whether line discount is calculated on Price or MRP. Hidden when company item rate type is tax exclusive. | | **Screens affected** | Sale bills with tax-inclusive rate type | | **Reports** | Affects calculated discount and taxable amounts on saved bills and reports. |

Discount at invoice level after tax ?

| | | |---|---| | **What it does** | When enabled with invoice-level discounts, allows the invoice discount to be applied after tax is calculated rather than before. | | **Screens affected** | Sale bill entry and totals calculation | | **Reports** | Totals on sale reports reflect the after-tax discount when used. |

Include discount in journal entry

| | | |---|---| | **What it does** | Posts trade/line discounts as separate journal lines when enabled (company and account setup permitting). | | **Screens affected** | Sale Invoice, Credit Note (on approve/post) | | **Reports** | Affects Journal Report detail, not tabular sale report columns. |

Bill Layout

Bill totals view in *

| | | |---|---| | **What it does** | Controls how the totals block is arranged on printed and previewed sale bills. Row — totals sit in a row alongside item lines. Column — totals stack in a column layout. Required field. | | **Screens affected** | Print and preview for Sale Quotation, Sale Order, Sale Invoice, Pro Forma Invoice, Commercial Invoice, Sale Return Order, Credit Note | | **Reports** | Affects printed/PDF bill layout only, not tabular Excel reports. |

Item line layout (tax inclusive) *

| | | |---|---| | **What it does** | Chooses column order for item lines on tax-inclusive sale bills. Required field. | | **Options** | Layout 1 — Sl No, Item, Qty, Unit, Price, Amount, Discount, Taxable Amount, Taxes, Tax Amount, Total
Layout 2 — Sl No, Item, Qty, Unit, Price, Price inc tax, Discount inc tax, Taxable Amount, Taxes, Tax Amount, Total
Layout 3 — Sl No, Item, Qty, Unit, MRP, Discount, Rate, Taxable Amount, Taxes, Tax Amount, Total | | **Screens affected** | Print and preview for sale bills when the bill rate type is tax inclusive | | **Reports** | Print/PDF layout only. |

Export Settings

Enable Export Shipment Fields for Transactions

| | | |---|---| | **What it does** | Shows export shipment header sections on the selected transaction types. | | **Available options** | Pro Forma Invoice, Commercial Invoice, Packing Slip | | **Screens affected** | Selected export transaction forms only | | **Reports** | Export field values may appear on Shipping Address based Report and printed export documents. |

Select Export Fields

| | | |---|---| | **What it does** | Shows the selected export/shipment fields when export transactions are enabled above. | | **Available options** | Pre Carriage, Vessel / Flight No, Country of origin of goods, Country of final destination, Port Of Loading, Port Of Discharge, Place of delivery, Marks & No.s, Container & Seal No., Other Reference | | **Screens affected** | Pro Forma Invoice, Commercial Invoice, Packing Slip (when enabled) | | **Reports** | No dedicated export-field report. Values print on export documents. |

POS Settings

These settings apply to Quick Sale / POS entry, not standard full-form sale screens.

Provision to change date

| | | |---|---| | **What it does** | Allows changing the transaction date on the Quick Sale screen. When off, the date field is fixed. | | **Screens affected** | Quick Sale (POS) entry only | | **Reports** | Affects which date is stored on invoices created through Quick Sale. |

Add Reference name

| | | |---|---| | **What it does** | Shows the Reference name field on Quick Sale entry. Separate from Show Reference Name & Phone field, which controls standard sale forms. | | **Screens affected** | Quick Sale (POS) entry only | | **Reports** | No dedicated report column. |

Actions

| **Button** | **Description** | |------------|-----------------| | Update | Saves all Sale Settings. | | Reset | Reloads the form with the last saved values. | | Cancel | Closes without saving. |

FAQ

Do Sale Settings affect existing approved bills?
No. They affect new entry, editing of open drafts, print layout, and validation going forward. Approved bill line data is not recalculated when you change settings. Why do I not see Brand or Batch in additional item line fields?
Those options require the corresponding inventory features (brand tracking, batch tracking, etc.) to be enabled for your company. What is the full pricing resolution order?
Previous customer price → Pricing Rule (customer, then group, then category, then generic) → Date Wise Pricing → Basic Pricing. See the Price section above. Why is Discount calculated on hidden?
It appears only when Has discounts is on and the company item rate type is tax inclusive. What does Prevent over delivery from sale order do?
Blocks delivery (and service completion) quantities that exceed remaining sale order quantity — enforced on update and approve of linked documents. What does Prevent direct creation of delivery note do?
Stops users from creating a delivery note with On Transaction = Direct. Deliveries must start from a sale order, purchase return order, or receipt note. What does Prevent duplicate customer PO / invoice number do?
Approve fails when the same LPO or bill number already exists for the customer or sale type. What is Fetch previous sale price?
When enabled, the last rate sold to that customer for the item is suggested before pricing rules and list prices. Can inactive customers be invoiced?
No. Approve on sale documents fails when the customer master is suspended or inactive. Which sale invoice fields can be made mandatory?
Under Sale invoice mandatory fields, you can require vehicle number, LPO/FPO id, project, branch, brand, payment term (when applicable), delivery term, and/or sales person on standard sale invoices. You can also require LPO Number per Sale Type under Select Required Fields. What is the difference between Customer mandatory fields and Sale invoice mandatory fields?
Customer mandatory fields apply when creating or editing a customer master record. Sale invoice mandatory fields apply when saving a sale invoice document. Why is Vehicle No still required when Show Vehicle Number in Invoice is off?
If Vehicle No is listed under Sale invoice mandatory fields, the field is shown on the invoice form and must be filled even when the visibility checkbox is off. When does LPO / FPO Id appear on sale invoices?
When Show Customer PO Number in Sales is on, when LPO / FPO Id is under Sale invoice mandatory fields, or when the selected Sale Type requires LPO Number under Select Required Fields.