The preferences listed in the Sales view of the Preferences window offer a variety of options that relate to sales and sales forms.
Automatically [Print/E-mail/Fax/Save to Disk] Sales When They are Recorded (Invoices, Orders and Quotes)
Mark this selection if you wish to automatically print, send via e-mail, send via fax or save to disk every sales transaction immediately after you record it. (This preference does not apply to sales with a Miscellaneous layout; you do not print, e-mail, fax or save to disk those sales.)
If you select this option, you must also select which of the four actions you want as your default. When you record a sale, the dialog box for your computer that corresponds with your print/email/fax/save to disk choice will appear immediately. You can cancel the dialog if you don't want to complete the action for a particular sale.
If you don't mark this selection, you must click the Print button or the Send To button in the Sales windowSales window each time you want to perform any of these actions. (Choosing what to do with the sale and To automatically print/email/fax transactions when recording)
Print Packing Slips When Invoices, Orders, or Invoice and Orders are Printed
Mark this selection if you wish to automatically print the packing slip that accompanies the invoice or order you're printing. If you select this option, you must also specify whether you want the automatic printing to occur only when you print an invoice, only when you print an order or when you print either an invoice or an order.
This option applies to orders or invoices you print in the Sales window and in the Forms Selection - Print Invoices window.
If you don't mark this selection, you can print packing slips when you choose, using the Forms Selection - Print Invoices window. (To print invoices, packing slips and labels)
Print Labels When Sales are Printed (Invoices, Orders, Quotes)
This option applies to sales forms you print in the Sales window and in the Forms Selection - Print Invoices window. Mark this selection if you wish to automatically print the labels that accompanies the invoice, order or quote you're printing.
If you don't mark this selection, you can print labels when you choose, using the Forms Selection - Print Invoices window. (To print invoices, packing slips and labels)
Warn if Customer has an Outstanding Credit Before Applying a Payment
Mark this selection if you want to be alerted whenever a customer has outstanding customer credits with your company and you attempt to apply a payment for that customer. The message will appear when you enter the name of such a customer in the Customer field of the Receive Payments window. This message is informational only; you can continue to enter the payment if you wish.
If you don't mark this selection, you won't receive the alert. [To receive a payment (Receive Payments window)]
Apply Customer Payments Automatically to Oldest Invoice First
Mark this selection if you want to automatically apply customer payments to the customer's oldest outstanding sale. The amount you enter in the Amount field of the Receive Payments window will automatically be entered in the Amount Applied field of the customer's oldest sale. You can redistribute the payment if you wish.
If you don't mark this selection, you must manually distribute the amount you entered in the Amount field to the sale(s) you want to apply the payment to. [To receive a payment (Receive Payments window)]
Show Customer Purchase Number in Receive Payments
This selection allows you to choose which document numbers you prefer to see in the Receive Payments window and Settle Returns & Credits window when you apply the payments that customers make on their outstanding sales balances.
If you mark this selection, your customers' purchase order numbers will appear in the Receive Payments and Settle Returns & Credits windows. If you leave this selection unmarked, the invoice numbers you assigned to your customers' transactions will appear in the Receive Payments and Settle Returns & Credits windows.
Make a Contact Log Entry for Every Sale
Mark this preference if you want to create a contact log entry every time you record a sale to a customer in your Card File. (Creating business contacts and To automatically create business contacts)
Warn for Duplicate [Invoice/Customer PO/Invoice and Customer PO] Numbers on Recorded Sales
If you mark this selection, you will be alerted when you attempt to record a sale whose invoice or customer PO number is already recorded. You can then cancel the transaction and change the number or continue with the duplicate number.
If you select this option, you must also specify whether you want the message to appear for only invoices, for only customer POs or for both invoices and customer POs.
If you don't mark this selection, you won't receive the alert message and the same number will be used.
Marking this selection will require AccountEdge to scan all the sales you've recorded; as a result, it will take more time to record your sales. Therefore, be sure you want to use this feature before you mark this selection.
Retain Original Invoice Number on Backorders
For item sales, you can choose to backorder items when an entry in the Ship column exceeds the number of items in your current inventory. Then when you record the sale, a separate order will be created automatically for the backordered items.
Mark this field to assign the original invoice number on the order for the backordered items. (To enter line items for item sales)
Retain Original Invoice Number when Quotes Change to Orders or Invoices
Mark this field to retain the invoice number originally assigned to a quote when you change a quote to an order or invoice. (To convert a quote to an order or invoice (Sales window) and To convert a quote to an order or invoice (Sales Register))
Delete Quotes upon Changing to and Recording as an Order or Invoice
Mark this field to delete quotes when you change them to orders or invoices. (To convert a quote to an order or invoice (Sales window) and To convert a quote to an order or invoice (Sales Register))
Terms button
Click the Terms button to open the Default Customer/Vendor view of the Credit Terms window, where you can set up default credit terms for your customers and vendors. (Setting up credit terms for all new customers and vendors)