Selling Settings is where you can define properties and validations which will be applied to the masters and transactions involved in the sales cycle.

To access Selling Settings, go to:

Home > Selling > Settings > Selling Settings

Customer Defaults 

 

1. Customer Naming By

When a customer is saved, a unique ID is generated for that customer.

By default, the Customer ID is created based on the Customer Name. If you prefer to use a naming series for customer IDs, set the value in the ‘Customer Naming Series’ field to ‘Naming Series’. For example, Customer IDs saved using the Naming Series might appear as ‘CUST00001’, ‘CUST00002’, ‘CUST00003’, and so forth.

You can set Naming Series for Customers from:

Setup > Data > Naming Series

2. Default Customer Group

Choose a default Customer Group that will automatically update when creating a new Customer.

Quotations can be generated for both Customers and Leads. When converting a Quotation into a Sales Order initially created for a Lead, the system tries to convert that Lead into a Customer. During the creation of a customer in the backend, the Customer Group value is retrieved from Selling Settings. If no default values are specified for the Customer Group, you will receive a validation message prompting you to specify the Customer Group. Alternatively, you can manually convert a Lead into a Customer.

3. Default Territory

Choose a default Territory that will automatically update when creating a new Customer.

Quotations can be generated for both Customers and Leads. When converting a Quotation initially created for a Lead into a Sales Order, the system endeavors to convert that Lead into a Customer. During the creation of a Customer in the backend, the Territory value is retrieved from Selling Settings. If no default values are specified for the Territory, you will receive a validation message prompting you to specify the Territory. Alternatively, you can manually convert a Lead into a Customer.

CRM Settings

 

1. Campaign Naming By

Just like for Customer, you can also configure the naming methodology for the Campaign master. By default, a campaign will be saved with Campaign Name.

2. Default Quotation Validity Days

“Quotations provided to customers have a limited validity period. In the Quotation, you have the option to manually adjust the Valid till Date. By default, the Valid Till date is automatically set as 30 days from the Quotation’s Posting Date. You can modify the number of days in this field to suit your business requirements.

3. Close Opportunity After Days

If there are multiple Opportunities with a status other than Open, they will automatically close after the specified number of days indicated in this field.

Item Price Settings

 

1. Default Price List

The Price List configured in this field will be automatically applied to the Price List field in sales transactions such as Quotation, Sales Order, Delivery Note, and Sales Invoice.

2. Maintain Same Rate Throughout Sales Cycle

If this is enabled, BizCentric will validate whether an Item’s price is changing in a Delivery Note or Sales Invoice created from a Sales Order, i.e. it will help you maintain the same rate throughout the sales cycle.

3. Action if Same Rate is Not Maintained Throughout Sales Cycle

In the ‘Action If Same Rate is Not Maintained Throughout Sales Cycle’ field, you can define the system’s response:

• Stop: BizCentric will prevent price changes by issuing a validation error.
• Warn: The system will allow you to save the transaction but will issue a warning message if the rate is altered.

Note: This field will only be visible if Maintain Same Rate Throughout Sales Cycle is enabled.

4. Role Allowed to Override Stop Action

Allow users to add role to override “Stop” action for Maintain Same Rate Throughout Sales Cycle, if Action if Same Rate is Not Maintained was set to Stop.

Note: This field will only be visible if ‘Maintain Same Rate Throughout Sales Cycle’ is enabled and ‘Action if Same Rate is Not Maintained’ is set to Stop.

5. Allow User to Edit Price List Rate in Transactions

The item table in sales transactions includes a field named Price List Rate. By default, this field is non-editable in all sales transactions. This restriction ensures that the item’s price is retrieved from the Item Price record and cannot be altered by the user.

If you require the ability to edit the Item Price fetched from the item’s Price List, you should deselect this field.

6. Validate Selling Price for Item Against Purchase Rate or Valuation Rate

When conducting sales, ensuring profitability is crucial. Enabling this validation will check the item’s Selling Price against its valuation/buying price. If the selling price is lower than the buying price, you will receive a prompt when this checkbox is selected.

7. Calculate Product Bundle Price based on Child Items’ Rates

Enabling this option will:

1. Allow the Rate column of all Packed/Bundle Items tables to be editable.
2. Calculate the prices of all Product Bundles in the Items table based on the prices of their Child Items specified in the Packed/Bundle Items table.

Note: If this option is enabled, updating the rate of the Product Bundle in the Items table will not alter its price. Instead, it will reset to the price based on its Child Items upon saving the document.

Transaction Settings

 

1. Is Sales Order Required for Sales Invoice & Delivery Note Creation?

If you want to enforce the creation of a Sales Order before generating a Sales Invoice or a Delivery Note, you can set the ‘Sales Order Required’ field to ‘Yes’. By default, this field is set to ‘No’.

However, this configuration can be overridden for a specific customer by enabling the “Allow Sales Invoice Creation Without Sales Order” checkbox in the customer master.

2. Is Delivery Note Required for Sales Invoice Creation?

To enforce the creation of a Delivery Note before generating a Sales Invoice, set this field to ‘Yes’. By default, it is set to ‘No’.

However, for specific customers, this configuration can be overridden by enabling the “Allow Sales Invoice Creation Without Delivery Note” checkbox in the customer master.

3. Sales Update Frequency

This setting determines how often project progress and company transaction details are updated. By default, it updates after each transaction, but you can also configure it to update daily or monthly, particularly if there are numerous transactions occurring daily.

4. Allow Item to be Added Multiple Times in a Transaction

This validation check prevents the addition of an item multiple times within the same transaction when unchecked. However, in certain scenarios, this restriction may not be necessary. If that’s the case, please check this box.

5. Allow Multiple Sales Orders Against a Customer’s Purchase Order 

When generating a Sales Order, you have the option to input the Purchase Order ID and the Date received from the Customer. Typically, only one Sales Order can be created against the Customer’s PO No. and Date. However, if you want to permit the creation of multiple Sales Orders against the same PO No. from the Customer, you can check the box labeled “Allow multiple Sales Orders against a Customer’s Purchase Order”.

6. Hide Customer’s Tax ID from Sales Transactions

According to statutory regulations, most customers are assigned unique Tax IDs, which must be included in selling transactions. However, if you prefer not to utilize this functionality, you can disable it by checking this option.

7. Calculate Product Bundle Price Based on Child Items’ Rates

When ‘Calculate Product Bundle Price based on Child Items’ Rates’ is enabled:

The Rate column of Packed Items becomes editable, and the rate and price of Product Bundles in the Items table are updated according to the rates of their child Items.

Note: If the Rate of the Product Bundle is changed now, it will get reset to the sum based on the rates of its child items on saving the doc.