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 automatically print, send via email, send via fax or save to disk every sales transaction immediately after you record it. (This preference does not apply to sales with a Miscellaneous layout; you do not print, email, fax or save those sales to disk.)

If you select this option, you must also select which action you want as your default. When you record a sale, your computer's dialog box for your print/email/fax/save to disk choice will appear immediately. You can cancel the dialog if you don't want to complete the action for a particular sale. (Choosing what to do with the sale and To automatically print/email/fax transactions when recording)

Which form is used?
When you select this option for sales forms, the form that's used to automatically print, send via email, send via fax or save to disk is the form that's selected in the Printed Form field of the Selling Details view of the Customer Information window.

If you don't mark this selection, you must either:



Print Packing Slips When Invoices, Orders, or Invoices and Orders are Printed

Mark this selection if you want to automatically print the packing slip that accompanies an invoice or order you're printing. If you select this option, you must also specify whether you want to print packing slips automatically for invoices only, for orders only, or for both invoices and orders.

This option applies to orders and invoices you print in the Sales window and in the Advanced Filters window.

If you don't mark this selection, you can print packing slips when you choose using the Print/Email Invoices option. (To print invoices, packing slips and labels)

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

This option applies to sales forms you print in the Sales window and in the Advanced Filters window. Mark this selection if you wish to automatically print the labels that accompany an invoice, order or quote you're printing.

If you don't mark this selection, you can print labels when you choose, using the Print/Email Invoices option. (To print invoices, packing slips and labels)

Warn if Customer has an Outstanding Credit Before Applying a Payment

Mark this selection if you want to be alerted whenever a customer has outstanding credits with your company and you attempt to apply a payment for that customer. The message will appear when you enter the name of customer with outstanding credits in the Customer field of the Receive Payments window. This message is informational only; you can continue to enter the payment if you wish.

If you don't mark this selection, you won't receive this alert. [To receive a payment (Receive Payments window)]

Apply Customer Payments Automatically to Oldest Invoice First

Mark this selection if you want to automatically apply customer payments to the customer's oldest outstanding sale. The amount you enter in the Amount field of the Receive Payments window will automatically be entered in the Amount Applied field of the customer's oldest sale. You can redistribute the payment if you wish.

If you don't mark this selection, you must manually distribute the amount you entered in the Amount field to the sale(s) to which you want to apply the payment. [To receive a payment (Receive Payments window)]

Show Customer Purchase Number in Receive Payments

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

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

Make a Contact Log Entry for Every Sale [System-wide]

Mark this preference if you want to create a contact log entry every time you record a sale to a customer in your Card File. (Creating business contacts and To automatically create business contacts)

This is a systemwide preference; the choice you make here will affect everyone who uses this company file.

Note: Contact log entries aren't purged during the Start a New Fiscal Year process; you must remove them manually. (Removing business contacts)

Warn for Duplicate [Invoice/Customer PO/Invoice and Customer PO] Numbers on Recorded Sales [System-wide]

If you mark this selection, you will be alerted when you attempt to record a sale for which the invoice or customer PO number has already been recorded. You can then cancel the transaction and change the number or continue with the duplicate number.

If you select this option, you must also specify whether you want the message to appear for invoices only, for customer POs only, or for both invoices and customer POs.

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

If you don't mark this selection, you won't receive the alert message and the same number will be used; you can use the same number multiple times.

Marking this selection will require AccountEdge to 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.

If you import sales, the criteria you set here will apply during the import process when you choose to add or reject duplicate records. Select "Warn for Duplicate Invoice Numbers" if you want imported sales to be checked for duplicate invoice numbers only. Select "Warn for Duplicate Customer PO Numbers" if you want imported sales to be checked for duplicate customer PO numbers only. Select "Warn for Duplicate Invoice and Customer PO Numbers" if you want imported sales to be checked for either duplicate invoice numbers or customer PO numbers. (If you leave this preference unmarked, imported sales will be checked for either duplicate invoice numbers or customer PO numbers.)

This is a systemwide preference; the choice you make here will affect everyone who uses this company file.

Retain Original Invoice Number on Backorders [System-wide]

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

For item sales, you can choose to backorder items when an entry in the Ship column exceeds the number of items in your current inventory. Then when you record the sale, a separate order will be created automatically for the backordered items.

Mark this field to assign the original invoice number on the order for the backordered items. (To enter line items for item sales)

This is a systemwide preference; the choice you make here will affect everyone who uses this company file.

Retain Original Invoice Number when Quotes Change to Orders or Invoices [System-wide]

Mark this field to retain the invoice number originally assigned to a quote when you change a quote to an order or invoice. [To convert a quote to an order or invoice (Sales window) and To convert a quote to an order or invoice (Sales Register)]

This is a systemwide preference; the choice you make here will affect everyone who uses this company file.

Delete Quotes upon Changing to and Recording as an Order or Invoice [System-wide]

Mark this field to delete quotes when you change them to orders or invoices. (To convert a quote to an order or invoice (Sales window) and To convert a quote to an order or invoice (Sales Register)

This is a systemwide preference; the choice you make here will affect everyone who uses this company file.

If Credit Limit is Exceeded on Sale, Warn and Continue or Prevent Unless Overridden [System-wide]

Mark this field if you want all MYOB AccountEdge users to be either warned or prevented from recording an invoice if the customer's credit limit that was set in the Selling Details view of the Card Information window will be exceeded by that sale. This selection affects all customers for whom you set a credit limit. (Blocking sales or receiving alerts when customers exceed credit limits)

If you select this preference, you must choose between simply alerting all users that the sale will exceed the limit or actually preventing them from proceeding with the sale.



If you do not select this preference, you will receive no indication that the entry of a new sale will exceed the customer's credit limit.

This is a systemwide preference; the choice you make here will affect everyone who uses this company file.

This preference is only available when a user is signed on to AccountEdge with the Administrator User ID.

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. (Setting up credit terms for all new customers and vendors)

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.