Fields in the Preferences window

Fields in this view

Preferences window - Sales view

Automatically [Print/E-mail/Fax/Save to Disk] Sales When They are Recorded (Invoices, Orders and Quotes)

Mark this selection if you wish to print, email, fax or save to disk a sales transaction immediately after you record it.

If you mark this selection, the dialog box for your computer that corresponds with your print/email/fax/save to disk choice will appear immediately after you create a sales transaction (item, service or professional) and click the Record button in the Sales window.

If you don’t mark this selection

In the Sales window, click the Print button to print or click the Send To button to email or fax sales forms you’ve created in the Sales window.

or

Select Print Invoices from the Sales Command Center to print sales forms you’ve created in the Sales window.

Print Packing Slips When Invoices are Printed

Mark this selection if you wish to print packing slips that accompany the invoices you’re printing.

If you mark this selection, you’ll have the option to print packing slips when you select Print Invoices in the Sales Command Center.

Print Labels When Invoices are Printed (Invoices, Orders and Quotes)

Mark this selection if you wish to print shipping or mailing labels that accompany the invoices you’re printing.

If you mark this selection, you’ll have the option to print labels when you select Print Invoices in the Sales Command Center.

Warn if Customer has an Outstanding Credit Before Applying a Payment

Mark this selection if you want an alert message to appear if a customer has outstanding customer credits with your company and you attempt to apply a payment for that customer.

If you mark this selection, an alert message will appear when you enter a customer name in the Customer field of the Customer Payments window, and that customer has outstanding customer credits with you. This message is informational only; you can continue to enter the payment, if you wish.

Apply Customer Payments Automatically to Oldest Invoice First

Mark this selection if you want to automatically apply customer payments to the oldest outstanding sale they have with your business.

If you mark this selection, the amount you enter in the Amount field of the Customer Payments window will automatically be entered in the Amount Applied field of the oldest sale the customer has with your business.

If you don’t mark this selection, you must manually distribute the amount you entered in the Amount field to the sale(s) you want to apply the payment to.

Show Customer Purchase Number in Customer Payments

This selection allows you to choose which document numbers you prefer to see in the Customer Payments window and Settle Returns & Credits window when you’re applying the payments that customers make on their outstanding sales balances.

If you mark this selection, the customers’ purchase order numbers will appear in the Customer Payments and Settle Returns & Credits windows. If you leave this selection unmarked, the invoice numbers you assigned to the customers’ transactions will appear in the Customer Payments and Settle Returns & Credits windows.

Make a Contact Log Entry for Every Sale: Invoices, Orders, Quotes

Mark this selection if you want to record a contact in the Contact Log each time you record a sale.

If you mark this selection, a contact will be entered in the Contact Log for each customer who exists in the Card File and for whom you record a sale.

This is a system-wide preference; the choice you make here will affect everyone who uses this data file.

Warn for Duplicate Invoice Numbers on Recorded Invoices

Mark this selection if you want an alert message to appear each time you attempt to record a sale whose number is already recorded.

If you mark this selection, an alert message will appear when you attempt to record a sale assigned a number that’s already been used.

If you don’t mark this selection, you can use the same sale number multiple times.

Marking this selection will require that AccountEdge scan all the sales you’ve recorded; as a result, it will take more time to record your sales. Therefore, be sure you want to use this feature before you mark this selection.

This is a system-wide preference; the choice you make here will affect everyone who uses this data file.

Retain Original Invoice Number on Backorders

Mark this field to assign the same number to an order and invoice created in the same transaction.

This is a system-wide preference; the choice you make here will affect everyone who uses this data file.

Retain Original Invoice Number when Quotes Change to Orders or Invoices

Mark this field to retain the invoice number originally assigned to a quote when the quote changes to an order or invoice.

Delete Quotes upon Changing to and Recording as an Order or Invoice

Mark this field to delete the quote when the quote changes to an order or invoice.

Terms button

Click this button to open the Credit Terms window, where you can create a set of default credit terms for all customers in the AccountEdge system.

When you create a set of default terms using the Credit Terms window here, the terms you select will be automatically applied to every new customer record you add to the Card File. (The terms of existing customers will remain the same.)

If you wish, you can change the terms assigned to an individual customer in Selling Details view of the Card Information window of the Card Information window.

You can also change the terms for a specific sales transaction.

OK button

Click this button to accept the entries you’ve made in this window.

Fields in the Preferences window - Sales view

*Automatically [Print/E-mail/Fax/Save to Disk] Sales When They are Recorded (Invoices, Orders and Quotes)*	Mark this selection if you wish to print, email, fax or save to disk a sales transaction immediately after you record it. If you mark this selection, the dialog box for your computer that corresponds with your print/email/fax/save to disk choice will appear immediately after you create a sales transaction (item, service or professional) and click the Record button in the Sales window. If you don’t mark this selection In the Sales window, click the Print button to print or click the Send To button to email or fax sales forms you’ve created in the Sales window. or Select Print Invoices from the Sales Command Center to print sales forms you’ve created in the Sales window.
*Print Packing Slips When Invoices are Printed*	Mark this selection if you wish to print packing slips that accompany the invoices you’re printing. If you mark this selection, you’ll have the option to print packing slips when you select Print Invoices in the Sales Command Center.
*Print Labels When Invoices are Printed (Invoices, Orders and Quotes)*	Mark this selection if you wish to print shipping or mailing labels that accompany the invoices you’re printing. If you mark this selection, you’ll have the option to print labels when you select Print Invoices in the Sales Command Center.
*Warn if Customer has an Outstanding Credit Before Applying a Payment*	Mark this selection if you want an alert message to appear if a customer has outstanding customer credits with your company and you attempt to apply a payment for that customer. If you mark this selection, an alert message will appear when you enter a customer name in the Customer field of the Customer Payments window, and that customer has outstanding customer credits with you. This message is informational only; you can continue to enter the payment, if you wish.
*Apply Customer Payments Automatically to Oldest Invoice First*	Mark this selection if you want to automatically apply customer payments to the oldest outstanding sale they have with your business. If you mark this selection, the amount you enter in the Amount field of the Customer Payments window will automatically be entered in the Amount Applied field of the oldest sale the customer has with your business. If you don’t mark this selection, you must manually distribute the amount you entered in the Amount field to the sale(s) you want to apply the payment to.
*Show Customer Purchase Number in Customer Payments*	This selection allows you to choose which document numbers you prefer to see in the Customer Payments window and Settle Returns & Credits window when you’re applying the payments that customers make on their outstanding sales balances. If you mark this selection, the customers’ purchase order numbers will appear in the Customer Payments and Settle Returns & Credits windows. If you leave this selection unmarked, the invoice numbers you assigned to the customers’ transactions will appear in the Customer Payments and Settle Returns & Credits windows.
*Make a Contact Log Entry for Every Sale: Invoices, Orders, Quotes*	Mark this selection if you want to record a contact in the Contact Log each time you record a sale. If you mark this selection, a contact will be entered in the Contact Log for each customer who exists in the Card File and for whom you record a sale. This is a system-wide preference; the choice you make here will affect everyone who uses this data file.
*Warn for Duplicate Invoice Numbers on Recorded Invoices*	Mark this selection if you want an alert message to appear each time you attempt to record a sale whose number is already recorded. If you mark this selection, an alert message will appear when you attempt to record a sale assigned a number that’s already been used. If you don’t mark this selection, you can use the same sale number multiple times. Marking this selection will require that AccountEdge scan all the sales you’ve recorded; as a result, it will take more time to record your sales. Therefore, be sure you want to use this feature before you mark this selection. This is a system-wide preference; the choice you make here will affect everyone who uses this data file.
*Retain Original Invoice Number on Backorders*	Mark this field to assign the same number to an order and invoice created in the same transaction. This is a system-wide preference; the choice you make here will affect everyone who uses this data file.
*Retain Original Invoice Number when Quotes Change to Orders or Invoices*	Mark this field to retain the invoice number originally assigned to a quote when the quote changes to an order or invoice.
*Delete Quotes upon Changing to and Recording as an Order or Invoice*	Mark this field to delete the quote when the quote changes to an order or invoice.
*Terms button*	Click this button to open the Credit Terms window, where you can create a set of default credit terms for all customers in the AccountEdge system. When you create a set of default terms using the Credit Terms window here, the terms you select will be automatically applied to every new customer record you add to the Card File. (The terms of existing customers will remain the same.) If you wish, you can change the terms assigned to an individual customer in Selling Details view of the Card Information window of the Card Information window. You can also change the terms for a specific sales transaction.
*OK button*	Click this button to accept the entries you’ve made in this window.