Documents, transaction colours and payment methods
Transaction statuses, header and footer text templates, transaction colours and payment methods with payment terms, cash discount, shipping before payment, dunning and fees for quotes, orders and invoices.
How your quotes, orders and invoices look and which choices the transaction editor offers is set in the Sales settings: Sales area → Settings at the bottom left. On the left, in the Documents & transactions group, you'll find the items Statuses & text templates, Transaction colours, Payment methods and Custom fields.
Before you start
The settings can be viewed by roles with "View orders" or "View quotes, delivery notes and invoices". They can be changed by roles with the "Manage document defaults (payment methods, process statuses, text templates, custom fields)" permission – usually Owner and Administration.
Statuses & text templates
Transaction statuses
Your own processing stages for quotes and orders, e.g. "Awaiting approval" or "Query with customer". With Create status you set the Name, optionally a Colour and Applies to (Quotes and orders, Quotes only, Orders only); the Active switch hides a status. You choose the status in the transaction editor under Details; automations can set it.
Text templates
Header and footer texts for documents. With Create template you choose the Document type (All documents, Quote, Order, Order confirmation, Delivery note, Invoice, Credit note) and the Position (Header text or Footer text), enter a Name and Text, and use the Default switch to decide whether allverto inserts it automatically in new transactions of that document type. In the transaction editor you can choose a different template under Texts or adjust the text.
Transaction colours
Coloured markers with names, e.g. "Express", "Key account" or "Needs clarification". Orders and quotes get the colour as the row colour in the list; you set it via right-click → Colour ▸ or in the transaction editor, or automatically via an automation.
- Create colour – Name, a colour from the palette and optionally Description (optional), e.g. "Pack without prices".
- Use examples – creates a few suggestions you can adjust (only as long as there are no colours yet).
- Change the order by dragging or with Alt+↑ / Alt+↓. Right-click offers Edit…, Move up, Move down and Archive (existing orders keep their colour), and Restore for archived colours.
Payment methods
By default there are Prepayment, Invoice (default), PayPal, Direct debit, Cash and Cash on delivery. For each payment method the list shows the type and payment term and, in separate columns, whether Ship before payment is allowed and Dunning is active. Use Create payment method or the pencil icon in the row to edit (the bin icon deletes – if the payment method is still in use, set it to inactive instead):
| Field | Meaning |
|---|---|
| Name | How the payment method appears in selections and on documents |
| Type | Prepayment, Invoice, PayPal, Direct debit, Cash, Cash on delivery, Card payment or Other |
| Payment term | Days until the invoice is due (0 = due immediately) |
| Cash discount / Cash discount until | Cash discount percentage and deadline in days |
| Delivery before payment allowed | On: unpaid orders count as ready to ship (e.g. invoice, cash on delivery, direct debit). Off: only after payment has been received |
| Dunning active | On: overdue invoices appear in the dunning proposal. Off: they stay in the open items with "Dunning block (payment method)" |
| Selectable in the "Payments" dialog | Off: not selectable when recording payments (it stays selectable in the transaction) |
| Down payment allowed | Payments on the order before the invoice count as a down payment; the invoice shows them as "Already paid" |
| Transaction ID is required / Note is required | a payment can't be added without this information |
| Posting account | Suggestion when recording and contra account in the DATEV export; empty = bank account from the finance settings |
| Fixed fee / Percentage fee | Payment fee per payment, e.g. €0.35 or 2.49% – see Payment fees |
| Active | Inactive payment methods can no longer be selected |
| Default | Preselected for new transactions |
The on/off options are switches. The payment term and cash discount appear on the invoice and in the e-invoice; the open items use them to calculate the due date and cash discount deadline.
Payment receipt
Below the payment methods is the Payment receipt section:
- Tolerance for "paid" – the order counts as paid if no more than this amount is outstanding (rounding differences). 0.00 = exact to the cent.
- Preselect "Confirm payment receipt by email" – in the "Payments" dialog, emailing the customer (email template "Payment receipt") is then already switched on.
Custom fields
Under Custom fields in the same window you create additional fields for transactions, line items and customers – see Custom fields.