Controlling Prices in Invoices
There are several methods that you can use to control prices in Invoices:
- To prevent all changes to the Unit Price, % and Sum fields in every Quotation, Order and Invoice row, assign users an Access Group in which you have denied access to the 'Change Unit Prices' Action (i.e. in which you have set the access level to "None").
- If you need to prevent users from changing the Price List in a Quotation, Order or Invoice, assign them an Access Group in which you have denied access to the 'Change Prices' Action.
- By default, you cannot change the Discount Matrix in an Invoice. If you wish to allow users to be able to change the Discount Matrix in Invoices only, assign them an Access Group in which you have granted Full access to the 'Change Discount Matrix on Invoice' Action.
- You can prevent users from entering a price (i.e. a unit price less discount) that is below a specified minimum in any Quotation, Order or Invoice. To do this, specify a Minimum Price List in each user's Person record. If it is necessary to sell an Item at a price that is below the minimum, a manager can confirm the price using the 'Manager's Discount Override' function on the Operations menu.
- In Invoices only, you can prevent users from entering a Unit Price that is less than the cost of the Item, by assigning them an Access Group in which you have granted Full access to the 'Disallow Prices Lower than Cost Price' Action. The cost of the Item will be determined using the FIFO field on flip C of the relevant Invoice row or, if that is blank or zero, using the Cost Price of the Item. If you are using this option, you may also need to prevent users from changing the Cost Price in Invoice rows, which you can again do using Access Groups, by denying access to the 'Change Cost on Invoice Rows' Action.
- If you are using the Disallow Negative Row Sums on Sales option in the Account Usage S/L setting, you will not be able to mark an Order or Invoice as OK and save it or save a Quotation if the Sum in any row is negative. In Invoices only, you can also prevent users from entering negative Unit Prices, by assigning them an Access Group in which you have denied access to the 'Negative Unit Price on an SL Invoice' Action.
- Similarly, if you are using the Disallow Negative Totals on Sales option, also in the Account Usage S/L setting, you will not be able to mark an Order or Invoice as OK and save it or save a Quotation if the TOTAL is negative.
- By default, you cannot enter negative quantities in Invoices. If you wish to allow them, select the Allow Negative Quantities in Invoices option in the Optional Features setting in the System module. This can be useful to facilitate returns in a retail environment.
- You can have a responsible Person or Persons notified every time a sales person attempts to mark as OK and save a Sales Invoice or save a Quotation or Sales Order in which there is at least one Item with a gross profit that is lower than a specified percentage. The notification will be by Mail and Activity. Specify the percentage in the GP below minimum Alerts setting in the Business Alerts module, and specify the responsible Person or Persons in each Location record. To prevent the saving of any Invoice, Order or Quotation that would trigger such a notification, assign each sales person an Access Group in which you have granted Full access to the 'Disallow Selling Below Minimum GP' Action. Please refer to the description of the GP below minimum Alerts setting for more details.
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The Invoice register in Standard ERP:
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Introduction to the Invoice Register
