What it is
The system's general automatic behaviour: language, automation when quotes are accepted and the default template assigned to each document type.
It opens as a modal from Settings → Customisation (palette icon). It brings together the document flow options (work orders, delivery notes and how far to auto-advance on acceptance) and the safety minimum cost.
General options
| Field | Type | What it is for | Default |
|---|---|---|---|
| System language | ES / EN / PT | The interface language for your session. Applied immediately. | Spanish |
| On accepting a quote, automatically create | Selector | How far to auto-advance when a quote is accepted: (0) the first document only, (1) as far as the intermediate document, (2) as far as the final document (invoice). The run only covers the company's active levels (usaOT/usaAlbaran, set in Sales settings → Document flow); deactivated levels are skipped. | The first only (0) |
| Set a minimum cost where no cost exists: | Number | The default cost to apply to a line with no calculated cost. | 0 |
Assigned templates
Sets which template is used by default for each document type. Templates are created in Print templates and Work order templates.
| Field | Selectable template |
|---|---|
| Quote template | List of templates created for Quotes. |
| Order / work order template | The same for Orders. |
| Delivery note template | The same for Delivery notes. |
| Invoice template | The same for Invoices. |
| Work order template (production view) | A dedicated template for the shop floor work order. |
| Ticket template | Template for the direct ticket (PRO). |
| Global custom footer | Toggle: when it is on, every PDF carries a single corporate footer defined at company level. |
Buttons and actions — what each one does
Use the literal wording you see on screen. The toggles have two states; both are documented below.
| Button / Control (on-screen wording) | What it is for |
|---|---|
| System language | Selects the language of the application interface (Spanish / English / Portuguese / French). With Browser setting the language configured in the user's browser is used. |
| Do you use Work Orders? (toggle) | On: accepting a quote automatically generates the work order as the intermediate step in the flow. Off: no work order is created; the quote moves straight to the next document. |
| Do you use Delivery Notes? (toggle) | On: the delivery note is part of the document flow on acceptance. Off: the delivery note is skipped on acceptance (going, for example, straight from the work order to the invoice). |
| On accepting a quote, automatically generate as far as | Selects which document is generated automatically when a quote is accepted: the first document only, as far as the intermediate document, or as far as the final invoice. |
| Set a minimum cost where no cost exists | Specifies a minimum cost to apply when a line has no cost calculated in the system. It carries the currency prefix and suffix. |
| Close | Closes the modal without saving the changes. |
| Save | Saves the customisation changes and closes the modal. |
Key concepts
Terms that appear on screen. Users ask "what is X / what is X for?" using these exact words.
- Work Orders: the intermediate document in the sales flow, between the quote or order and the delivery note. If you switch off the Do you use Work Orders? toggle, the quote moves straight to the next document without creating this order.
- Delivery note: the goods delivery document that records which products have been sent. In the flow it sits between the work order (or the order) and the invoice. If you switch off Do you use Delivery Notes?, this step is skipped.
- Document flow: the sequence of documents generated automatically in a sale: quote → work order → delivery note → invoice. Customisation lets you deactivate some steps (work order, delivery note) and decide how far to auto-advance on acceptance.
- Minimum cost: the minimum unit cost the system applies to a product when there is no cost information. It prevents inconsistent margins and divisions by zero. The sensible thing is to leave it at 0 and review the problem lines.
Permissions
- Requires
auto_edit.
Frequently asked questions
Q: How do I change the application language?
A: In System language choose Spanish, English, Portuguese or French. If the app is still in the previous language after you click Save, reload the tab (Ctrl+F5); the change takes effect the next time the session starts.
Q: I want the invoice to be created straight away when a quote is accepted.
A: In On accepting a quote, automatically generate as far as choose "as far as the final document (invoice)" (value 2). From then on, accepting a quote advances all the way to the invoice, generating along the way only the levels you have active. Deactivated work order and delivery note steps are skipped.
Q: What is the "Do you use Work Orders?" toggle for?
A: It switches the automatic generation of work orders on and off. If you switch it on, the work order is created as the intermediate step on acceptance. If you switch it off, the quote moves straight to the next document with no work order created.
Q: What is the "Do you use Delivery Notes?" toggle for?
A: It controls whether the delivery note is part of the flow. On: the delivery note is used on acceptance. Off: the delivery note is skipped on acceptance (going, for example, straight from the work order to the invoice).
Q: I do not use delivery notes in my business. How do I take them out of the flow?
A: Switch off the Do you use Delivery Notes? toggle and click Save. When a quote is accepted, the flow will skip the delivery note step.
Q: What is the "minimum cost" and what is it for?
A: It is the unit cost value the system applies to a line when it finds no calculated cost. You set it in Set a minimum cost where no cost exists. It exists to avoid odd margins and divisions by zero. Normally you leave it at 0 and review the lines with no cost.
Q: I made changes but I do not want to keep them. How do I leave?
A: Click Close: it closes the modal without saving anything. To keep the changes use Save, which saves them and closes.
Q: What is the "document flow"?
A: It is the sequence a sale follows: quote → work order → delivery note → invoice. From this screen you decide which steps are active (with Do you use Work Orders? and Do you use Delivery Notes?) and how far everything is generated automatically on acceptance.
Q: I assigned a new template and it does not appear when I print.
A: Check that the template you created is assigned to the right type (invoice vs work order vs delivery note). Here you select the one used by default when printing from the document (the Share button, formerly called Print).