What it is
Default behaviour of the Sales module: what is shown, what is allowed, what is filtered, which customers appear preselected, when the post-acceptance modal opens, and so on.
It opens as a modal titled Sales containing every configuration option. Each option uses one of three types of control: a drop-down (Select), a numeric field, or a customer search box (Autocomplete). When you are finished, click Save so that the changes take effect.
What it is for
- Deciding whether invoices can be deleted from the sales interface.
- Deciding whether locked quoting engines can be edited.
- Setting the default due date on new sales.
- Choosing how the sales list table looks (view, row height, product tree).
- Setting the status and date filters that appear when you open the module.
- Controlling what happens when you move from one phase to the next, and whether the modal for the next phase opens.
- Assigning default customers for tickets and for new sales.
Buttons and actions — what each one is for
Wording exactly as it appears in the Sales modal. Drop-down options are documented with their values; numeric fields, with their unit.
| Button / Control (on-screen text) | What it is for |
|---|---|
| Close | Closes the settings modal without saving the changes. |
| Save | Persists the changes made to the sales settings. |
| Enable the option to delete invoices: | Enables or disables the ability to delete invoice documents from the sales interface. Enabled = invoices can be deleted. Disabled = invoices cannot be deleted from the UI. |
| Enable the option to edit quoting engines even when they are locked: | Allows or prevents quoting engines from being edited while locked. Enabled = locked quoting engines can be edited. Disabled = the lock is respected. |
| Default due date: | Sets the default number of days for the due date on new sales (unit: days). |
| Default view for the sales module table: | Sets whether the Simple view or the Full view is shown by default when you open the sales module. |
| Height of each row in the sales table (0 = automatic): | Sets the height in pixels of each row of the sales table. With 0, the height is calculated automatically. |
| Product tree view: | Turns the hierarchical tree display of products on or off. Options: Enabled / Disabled. |
| Default filter on sales status: | Sets which sales statuses (quote, order, delivery note, invoice) are shown by default when you open the sales module. |
| Default filter on date: | Sets the date range applied by default when listing sales. Options: Do not apply a filter / From the start of this year / From the last 12 months / From the start of last year / From the last 6 months. |
| When moving to the next phase, if there are sibling lines already linked to another document: | Decides what to do when there are sibling lines already linked during a phase change. Always create a new one = creates a new target document even if there are sibling lines on another one. Always merge with the existing one = merges with the existing target document. Ask every time = opens a modal with the line's full document chain (colour-coded by type, with From the same document / From another branch groups that can be merged, and informational traceability) so that you can choose which one to merge with or create a new one. |
| Open the next phase modal after accepting: | Controls whether the next phase modal opens automatically once the transformation is accepted. No = it does not open. Only from inside the modal = it opens only if you accepted from inside the modal. Also on quick accept = it opens both from the modal and from the quick accept on the row. |
| Default customer for ticket printing (generic / cash customer): <span style="display:inline-block;background:#fef3c7;color:#92400e;padding:2px 6px;border-radius:4px;font-size:.65rem;font-weight:600;">PRO</span> | Assigns the generic / cash customer: the default customer invoiced when you print a ticket (counter sale without customer details). Requires the PRO plan. When you enable it, an invoice is created for the assigned customer. Its information notice reminds you that invoices for that customer are issued as a SIMPLIFIED INVOICE, just like those for any customer without a VAT number. Disabled = there is no default ticket customer. This field used to be called simply "Default customer for ticket printing:". |
| Default customer when creating a new sale: | Automatically selects a customer when a new sales document is started. Disabled = there is no default customer on a new sale. |
Default customers and the simplified invoice
The Default customers section of the Sales modal holds the two default customers:
| Field (on-screen text) | What it is for |
|---|---|
| Default customer for ticket printing (generic / cash customer): | The generic / cash customer invoiced for a counter sale or ticket, without having to enter the customer's details. Requires the PRO plan. |
| Default customer when creating a new sale: | The customer already selected when you open a new sales document. |
Invoices issued to the generic / cash customer come out as a SIMPLIFIED INVOICE. You do not have to tick anything: CotizaPrint detects it on its own. That same notice appears under the field on the settings screen.
An ordinary invoice (not a credit note, not an amended invoice) is marked as a Simplified invoice when one of these two conditions is met:
- The document's customer has no VAT number (the field is empty or not valid as a Spanish tax number).
- The document's customer is the generic / cash customer set in this field.
When that happens, this is how it looks:
- In the Invoices list (
/ggpFactura), the Type column shows Simplified invoice with a fuchsia badge instead of Invoice. - On the printed PDF, the SIMPLIFIED INVOICE stamp appears in amber below the document number, where CREDIT NOTE and AMENDED INVOICE already appeared. It appears even if your organisation does not use electronic invoicing.
Credit notes and amended invoices are not affected.
Key concepts
- Simple view: display mode for the sales table that shows only the essential data (more compact).
- Full view: display mode for the sales table that shows all available data, including the additional details.
- Product tree view: hierarchical way of organising products in sales. It can be left Enabled or Disabled.
- Sales status: the possible statuses of a sales document (quote, order, delivery note, invoice, and so on). It is what Default filter on sales status filters by.
- Phase: stage or transformation step of a document (quote → order → delivery note → invoice).
- Sibling lines: lines of a document that come from the same line on an earlier document and can be linked to the same target document. They are the ones governed by the When moving to the next phase option.
- Quoting engine: the pricing and specification element inside a sale. It can be locked to prevent changes; the lock is bypassed with Enable the option to edit quoting engines even when they are locked.
- Ticket: quick sales receipt that can be linked to a default customer. Available on the PRO plan. When used, an invoice is generated automatically against the assigned customer and issued as a Simplified invoice.
- Default customer: customer assigned by default for certain operations. There are two: the one for ticket printing (generic / cash customer) and the one for new sales.
- Generic / cash customer: the default customer for counter sales, the one you assign in "Default customer for ticket printing (generic / cash customer):". It is used to invoice without entering the customer's details; its invoices come out as a Simplified invoice.
- Simplified invoice: an ordinary invoice (not a credit note, not an amended invoice) that CotizaPrint marks automatically as simplified because its customer has no VAT number or is the generic / cash customer. It is identified by the Simplified invoice label in fuchsia in the Type column of the Invoices list and by the SIMPLIFIED INVOICE stamp on the printed document. It does not depend on electronic invoicing and there is nothing to switch on.
- VAT number: the customer's tax identification number, on their record. If it is empty or not a valid Spanish tax number, their invoices are issued as a Simplified invoice.
- Due date: number of days that sets the default expiry date on sales documents. It is set by Default due date.
Permissions
- Requires
auto_edit.
Frequently asked questions
Q: It will not let me delete invoices. How do I enable that?
A: It is locked by default for safety. Set Enable the option to delete invoices: to Enabled and click Save. From then on you will be able to delete invoice documents from the sales interface.
Q: What is "Enable the option to edit quoting engines even when they are locked:" for?
A: It lets you edit a quoting engine even while it is locked. The lock prevents changes to quotes that should no longer change. If you enable it, they can be edited despite the lock; use it carefully and switch it off again when you are done.
Q: How do I change the default number of due days on new sales?
A: In Default due date: type the number of days you want (the unit is days) and click Save. That value will be applied by default on new sales.
Q: I want the sales table to look more compact when it opens.
A: In Default view for the sales module table: choose Simple view, which shows only the essential fields. If you prefer to see all the details, choose Full view.
Q: What is "Height of each row in the sales table (0 = automatic):" for?
A: It sets the height in pixels of each row of the sales table. If you leave it at 0, the height is calculated automatically. Raise the number if you want taller rows.
Q: I want only last year's sales to appear when I open Sales.
A: In Default filter on date: choose From the start of last year. And in Default filter on sales status: tick only the statuses you are interested in (invoice, for example). Every time you go in, it will be filtered that way.
Q: What does "Product tree view:" do?
A: It turns the hierarchical tree display of products on or off. Set it to Enabled to see products as a tree, or to Disabled for the normal view.
Q: When moving to the next phase, what happens if there are sibling lines already linked to another document?
A: You decide that in When moving to the next phase, if there are sibling lines already linked to another document:. With Always create a new one, a new target document is generated even if there are sibling lines on another one. With Always merge with the existing one, it merges with the target document that already exists. With Ask every time, a modal opens with the line's full document chain (colour-coded by type, grouped into From the same document / From another branch, which can be merged, and traceability, which is informational only) so that you can choose which one to merge with, create a new one, or cancel.
Q: I accept a transformation and I do not want the next phase modal to open.
A: In Open the next phase modal after accepting: choose No. If you only want it when you accept from the modal, use Only from inside the modal; if you also want it from the quick accept on the row, use Also on quick accept.
Q: My sales are always for the same customer. How do I preselect them?
A: In Default customer when creating a new sale: select that customer. When you start a new sales document, they will already be preselected. If you do not want one, leave it on Disabled.
Q: What is "Default customer for ticket printing (generic / cash customer):" for?
A: It assigns the generic / cash customer: the customer invoiced when you print a ticket, so that you can sell over the counter without entering the customer's details. Requires the PRO plan. When you enable it, an invoice is created for the assigned customer. If you do not assign a customer, the ticket cannot be used (a notice appears reminding you to select a default customer). Invoices for that customer are issued as a SIMPLIFIED INVOICE, just like those for any customer without a VAT number; the notice under the field says so.
Q: The ticket field has a different name now. Has it been moved?
A: No, it is in the same place: Settings → Sales, Default customers section. Only the name changed: it used to say "Default customer for ticket printing:" and now it says "Default customer for ticket printing (generic / cash customer):", to make it clear that this customer is the generic counter one and that their invoices come out as a SIMPLIFIED INVOICE.
Q: Why do invoices for the counter customer come out as a "Simplified invoice"?
A: Because that is the generic / cash customer you have in "Default customer for ticket printing (generic / cash customer):", and CotizaPrint marks their invoices as a Simplified invoice automatically. The same happens with any customer without a VAT number. You can see it in the Type column of the Invoices list (fuchsia label) and as the SIMPLIFIED INVOICE stamp on the printed document. There is no switch to turn it off: if you want an ordinary invoice, issue it to a customer with a VAT number filled in on their record.
Q: How do I set CotizaPrint up to issue simplified invoices?
A: There is nothing extra to configure. Just issue the invoice to a customer without a VAT number, or assign the counter customer in Settings → Sales → "Default customer for ticket printing (generic / cash customer):" and invoice them (the TICKET button on the quote, or Invoice and close on the quotation). The invoice is labelled as a Simplified invoice and its printed version carries the SIMPLIFIED INVOICE stamp. Remember to click Save when you change the default customer.
Q: I get the notice "To enable the ticket option, you must select a default customer! An 'invoice' will be created for the assigned customer." What does it mean?
A: It is an information notice: the ticket feature needs a customer assigned in Default customer for ticket printing:. Once you select one, each ticket will automatically generate an invoice against that customer.
Q: Some of my customers pay cash and others on credit. How do I set that up here?
A: That is not set up here, but on each customer: every customer has their own payment terms and payment day. A customer who pays cash has terms of 0 days; one who pays on credit has deferred terms. When you select the customer on a sale, their payment terms are filled in automatically and the system calculates the due date (and the expected payment) accordingly. The Sales settings are global; what changes from customer to customer is their payment terms and day.