Invoice and order user permissions

Find this screen

Open: Settings > Invoicing and Sales Orders > User Permissions.

How to

Add permissions for a user

The invoice and order permissions are only set for the Administrator user by default. If a user is not shown in the list, then no additional permissions are set for them.

Click Add, to add the user to the permissions list.
To set the permissions, select the user and click Edit.

Allow the user to view the profit on invoices and orders

Select View profit values on invoices and orders.

This enables the Invoice Profit and Line Profit buttons when:

Enter and amending sales orders, pro formas and quotes.
Viewing invoices.

Users can access the Profit button for both the whole invoice or order and per line.

See Invoice profit or Sales order profit.

Allow the user to view discounts

Select View discount calculations on invoice and order lines.

The user can select the Discounts buttons for both the whole invoice or order and per line. This could be a combination of a quantity discount, line discount and customer discount.

See Checking the discounts on orders and invoices.

Allow the user to override credit hold

Select Override credit hold on invoices and orders.

The user can choose to remove the On Hold status which is applied when the customer's account balance is above its credit limit. The value of unposted sales orders and invoices are included when calculating this.

See About setting credit limits.

Allow the user to change prices and discounts

Select Override prices and discounts on invoice and order lines.

The user can change the selling price or line discounts for all lines.

Prices are taken from:

Invoice and order item records.
Additional charge records.
For stock items - taken from the price set for this customer for the selected stock item in Price Book.

The default line discount is set on the customers account. If this default line discount is manually overridden, then the discount entered is applied in preference to stock item or product group discounts.

Allow the user to change the cost price

Select Override stock item cost price on invoice and order lines.

The user can change the cost price for stock items that use the FIFO costing method.

Changing the cost price on an invoice or order only affects the estimated profit for that invoice or order. The cost price of the item at despatch (sales orders) or post (invoices) is used to calculate the realised profit. It doesn't change the cost price on the stock item.

See About invoice and order profit.

Allow the user to create purchase orders from sales orders

Select Generate purchase orders from sales orders.

Sales orders only - This places a Generate PO button on the Enter new order screen.

If this isn't set, then these purchase orders must be created using the Generate Orders option in Purchase Orders (POP).

See Create back-to-back sales orders.

Set a default warehouse

Choose a default warehouse for the user when they enter different types of orders and invoices.

This sets the warehouse in the By default supply from box when the user enters orders and invoices, and the warehouse in the By default return to box when the user enters returns and credit notes.

Set a default warehouse if you want the warehouse to be automatically selected for that user, so they choose stock items from a particular warehouse first. Just leave this blank if you don't want to set a default, so that user must select the warehouse.

See When to set a default warehouse.

Useful info

Checking the discounts on orders and invoices

You can use the Discounts button to check which discount has been applied to a line or the whole invoice or order, when you enter orders, quotations, pro formas and invoices. You can set permissions here to choose which users are allowed to see these discounts.

These discounts could be one of the following:

A line discount.

This is deducted from the net value of an item line.

If your customer gets the same discount for every invoice item, you can set a default on their account. The discount is automatically added every time an item line is added.

You can choose here whether to allow users to change this discount.
A product group discount.

This is a discount that you've set for all items belonging the same product group. You set this up in the Price Book module.
A stock item discount.

This is a discount you've set on the product item. You set this up in the Price Book module.

How the discounts are applied

Discounts are applied the following order:

Manually entered discounts, where you've overridden the default. This is applied even when the manual discount is less than the other discounts.
The best discount between the product discount, group or item, and customer account discount (line discount).

About invoice and order profit

When entering invoices and sales orders (and quotes and pro formas), you can see the profit your made on the whole invoice or order and per line. The profit is calculated on a line-by-line basis, and doesn't include invoice and order discounts.

Two profit values are calculated:

Estimated - calculated when the invoices and sales orders are entered.
Realised:
- For invoices - calculated when invoices are posted.
- For sales orders - calculated when goods are despatched.

How the profit is calculated

The profit percentage is calculated using:

The Sale value for each line. This is the selling price multiplied by the line quantity.
The Cost value for each line. This is the cost price multiplied by line quantity.

You decide how you want this percentage profit to be calculated on the Stock Control Settings | Options tab:

A percentage of revenue.

100 * (sale value - cost value) / (sale value)
A percentage of cost.

100 * (sale value - cost value) / (cost value)

See an example

You sell 5 items with a cost price of £10 each (£50) and a sale price of £15 each (£75).

Profit calculation method	Profit
Percentage of revenue	100 * (75 - 50) / 75 = 33%
Percentage of cost	100 * (75 - 50) / 50 = 50%

About setting credit limits

You can set a credit limit on a customer's account to help you control the customer's debt.

Once the customer's account balance is more than their credit limit, any invoices and orders that are entered for the customer are automatically put on hold. You can take them off hold as required, even if the customer's account is still over the credit limit.

You can allow certain users to override this. This is set in the Invoice and Order User Permissions. Once set, the user will see a warning when entering the order or invoice, and they can choose to continue to save it without it being put on hold.

When to set a default warehouse

On invoices and orders (including pro formas and quotes), you can choose to only pick items that are stored in a particular warehouse or branch.

This can be useful if you want to make sure staff to pick item a specific warehouse. For example, you might want to set this if you have several branches, and you want your staff to only sell items available from their branch.

If you set a default warehouse per user here, then this warehouse is automatically selected each time the user enters an invoice or order, or a return or credit note. The user can still change the warehouse when necessary on individual orders, invoices, returns or credit notes.

When the default warehouse is set on the invoice or order (By default supply from), the list of stock items is automatically filtered to only show stock items stored in that warehouse.

Fix it

Can't see a user?

If a user is not shown user permissions list, that just mean they haven't had any permissions set for them yet. Just click Add to include them and set their permissions.
If a user isn't shown when you click Add, this is probably because they haven't been added to this company. You do this on the Company Management screen.

What happens when

Permissions are set or removed

Changes in a user's permissions will take effect the next time the user enters an invoice or order (and pro forma and quote). Existing invoices and orders are not affected.