Sales setup

Two places hold sales setup:

• System > Configuration, under Sales, holds lists that apply to every site. They need the settings permission, which managers have. See Roles.
• A site’s Sales page holds what differs per site: tax, legal details, bank details and the quote email.

In most of these lists you switch an entry off rather than delete it, so records that used it keep it. A switched-off entry isn’t offered for new work. Where a list can be reordered, drag the rows.

Payment terms

When an invoice falls due. See how terms work.

Field	What it does
Name	Printed on the invoice
Due date	On the invoice date, Days after the invoice date, Days after delivery or Entered by hand
Days	For the two day counts
Default	For customers without a term of their own. Only one term can be the default, so ticking this one unticks the other

Charge presets

Ready-made lines for Add charge on a quote or order, such as Screen setup or Delivery.

Field	What it does
Type	Charge or Discount
Default amount	Always positive. A discount is applied as a negative amount
Default quantity	Starts the line’s quantity
Taxable	Whether the line carries tax

Using a preset copies its values onto the line, where you can change them. No link is kept, so changing a preset doesn’t change any existing line.

Caution

The amount isn’t converted. On a quote in euros, a preset of 35.00 goes on as 35.00 euros, so check it.

Task types

The kinds of task, such as Follow-up or Call, each with a Calendar colour.

Customer sectors

The sectors a customer can be in. A sector with customers in it can be renamed but not deleted.

Tags

Your own labels, each with a colour. Can go on limits a tag to certain records. Leave it empty for any.

Today customers and quotes can carry tags. Quote requests is offered in the list, but no quote request can be tagged, so choosing it alone makes a tag you can’t use.

Email templates

Wording for emails, in one place. About sets what the email concerns, which decides its placeholders and where you can use it:

About	Used by
A quote	Email the customer in a rule
A customer	Email the customer in a rule
A sales order	Email the customer in a rule
An invoice	Send invoice, and Email the customer in a rule
A purchase order	Send purchase order
A credit note	Send credit note

The form lists the placeholders for its kind under Subject, such as {{client_name}}. They work in the subject and the message, and are filled in when the email goes.

Default for its kind is the template that a Send invoice, Send purchase order or Send credit note form starts from. There is one default per kind. With none, the form starts from standard wording.

Templates apply to every site. Where a kind offers a site placeholder such as {{site_name}}, use it rather than writing a site’s name into the template.

Note

Sending a quote or its proofs doesn’t use these templates. That wording is per site, in the site’s sales settings below.

Switch off a template rather than delete it if a rule uses it. A rule with a missing or switched-off template sends nothing, and says so in its run log.

Lost reasons

The reasons a rep picks from when marking a quote Lost. A reason is required.

A site’s sales settings

Open the site under Content Management > Sites, then Sales under Commerce in its side menu. It needs the site editing permission, which managers have. Until saved, a site uses VAT at 20%, with 5% and 0% also offered. A site with a US locale starts on sales tax.

Currency and tax

Currency is shown, not edited here: it comes from the site’s locale on the General tab.

Field	What it does
Tax	VAT (rates set per site) or US sales tax (rate depends on the delivery address). Sales tax isn’t supported: documents on such a site can’t be taxed
VAT rates offered (%)	The rates staff can pick on a line
Default VAT rate	The rate for new lines. See VAT

Legal entity

Legal company name, VAT registration number and Company number print on invoices and credit notes. The address printed with them is the site’s primary contact.

Exchange rate

Shown only for a site that doesn’t sell in pounds. It shows the Live rate, fetched once a day. Use a manual rate replaces it for new documents on this site.

Quote emails and documents

Field	What it does
Email subject, Email message	The wording a quote’s Send starts from. Leave the message empty for the standard one
Proofs email subject, Proofs email message	For artwork proofs sent on their own, from a quote or an order. Proofs sent with the quote use the quote email
Staff copies (Bcc)	Addresses copied on every document email, one per line

The section lists the placeholders you can use.

Orders

Production email is where new orders go to be placed, by a Notify staff rule set to “Production”. Review link is where customers leave a review of this site. Order emails show it as {{review_link}}.

Invoices

Payment details prints on every invoice under “How to pay”, and shows in the customer’s account while money is owed: bank name, account name, sort code and account number, IBAN, card payments.

Quote cover and closing pages

Optional pages before and after a quote. The site’s theme designs them, and your content goes where the theme puts it. The same placeholders work here.

For each page, Add a cover page to new quotes or Add the closing page to new quotes sets the default, and each quote can switch it on or off. Edit as switches between rich text and HTML, for pasting in a designed page.

• Switching from HTML back to rich text simplifies it, and anything the rich editor can’t show is lost when you save.
• In HTML, images must be embedded (data:image/...), as quotes print without fetching anything. Scripts, frames, forms and SVG are removed when the quote prints.

Document numbers

Each kind of document has its own run of numbers, shared across all sites: quotes, sales orders, invoices, purchase orders and credit notes. A number is six digits with no prefix, such as 000123.

Document	Gets its number
Quote	When first sent. A revision keeps it
Sales order	When confirmed
Invoice, credit note	When issued
Purchase order	When sent

There are no gaps, as a number is only taken when the document is really issued. Numbers can’t be edited on screen. Moving a run forward is a job for someone with access to the server, and it can’t be moved back. See commands.