What this screen is for
Invoice Numbering controls the series and format your documents are numbered in, with a preview. The Invoice Settings tab holds the defaults applied to new documents, including payment terms, delivery days and which fields appear. Signatures stores the signature images you can place on a document and which is the default. Notes and Terms holds the standing wording printed at the foot of documents.
Why it matters
Numbering is the setting to treat most carefully: a document number is a permanent reference, and changing the series or format part-way through a year affects everything numbered afterwards, leaving a visible break in the sequence. The other tabs change defaults for new documents only and leave issued documents as they are.
What you see on this screen
Invoice Numbering lists every document type with its Prefix, Current Number and a live Preview. Opening one gives you Prefix, Suffix, Number Format Pattern (each X is one digit, so XXXX gives 0001), Start Number, Current Number, Reset Frequency (Never, Monthly, Quarterly, Yearly) and Allow Manual Number Entry, which lets staff override the generated number. Numbers already used are skipped, including those on deleted documents. Below that, Invoice Series lets you keep more than one invoice book - wholesale and retail, or cash and credit - each with its own prefix and running number; leave it empty and the single numbering above applies. A series that has issued invoices cannot be deleted, only disabled.
Invoice Settings holds the document defaults, each a switch with its own explanation: Negative Quantity, Combine Repeated Products, Show Purchase Price (to admins only), Show Profit on Sale Bill, Warn for Low Selling Price, Mark as Fully Paid, Auto Round-Off Invoice Totals (posting the difference to the Round Off ledger) and Show Margin in Sales.
Signatures lists your saved signatures with which is the default. You can draw one, type one in a chosen style, or upload an image.
Notes and Terms holds Payment Terms (appearing on all new invoices), Default Invoice Notes, Common Terms and Conditions, and per-document-type terms where a quotation or a purchase order needs different wording.
Filters and actions
There are no filters. Each tab saves on its own. Resetting a document number asks for the new starting number and warns that used numbers are skipped.
Related
- Payment & Delivery Terms - the terms this screen offers as defaults
- Print Templates - how the document actually looks
- Tax - the rates applied to document lines