Sales order types allow you to customize how sales orders and quotes are created and handled in Sapera. Each type can have its own setup of extra fields, discount rules, default customer, action code, task type, print type, and automatic completion message. You can have multiple types — for example, one for repair orders, one for webshop orders, and one for internal orders.
Open Financial and navigate to Setup and then Sales order types. You are now on the list view, which shows all your configured sales order types.
If you cannot see the menu item, you probably don't have permission for it. Contact support.
The sales order type is selected in the Type field on the sales order and on the quote form when a new sales order or a new quote is created. The selected type determines:
Which extra data fields (custom fields) are shown and optionally must be filled in on the order. Which default customer, action code, task type, and printout are suggested automatically on creation. Whether automatic or manual discount is allowed on order lines. Whether a completion dialog and message are sent to the customer when the order is finished. Whether click-and-collect (pickup from a different organizational unit) is allowed. Which visual layout the sales order is presented with — standard layout or task layout.
The OU default logic additionally determines which type is suggested by default depending on which organizational unit the user is logged in to. This means that two stores in the same chain can have a different default type.
The list view shows an overview of all sales order types with the following columns: Display name, System name, Default, Prevent automatic discount, Prevent manual discount, Order and Default for organizational units.
Create new (+): Creates a new sales order type. The button is always active.
Edit (pencil icon): Opens the edit form for the selected type. Active when a type is selected.
Delete (x icon): Deletes the selected type. Active when a type is selected and the type is not a system type. System types cannot be deleted.
Set as default for current organizational unit: Sets the selected type as the default type for the organizational unit that the currently logged-in user is associated with. Active when a type is selected. The action replaces the previous default for that unit and updates the Default for organizational units field on the type.
When you create or edit a sales order type, the edit form opens. Two buttons in the toolbar at the top give access to the layout designer.
Standard layout: Opens the layout designer for the full sales order layout. Here you can customize which fields and sections are shown on the sales order, and how they are positioned. The first time you open the designer for a type, you are offered the option to base it on an existing layout as a template.
Task layout: Opens the layout designer for the task layout view — the compact view used when the sales order is presented as a task. Works the same way as Standard layout, but saves the layout separately for the task view.
Save: Saves the changes and remains in the edit form.
Close / Cancel: Closes the edit form without saving further changes. The button is called Close if you are editing an existing type, and Cancel if you are creating a new one.
System name: The internal code name for the order type, for example WEB or REPAIR. The system name must be unique and cannot be changed after the type is created. Used for integration and identification in the system.
Display name: The user-friendly name shown in the Type dropdown menu on the sales order and quote form, for example "Sales order from webshop" or "Repair order".
Sort order: A number between 1 and 100 that controls the order in which the types are shown in the Type dropdown menu on the sales order. A lower value is shown first. In the list view, the column is shown as Order.
Action code: The action code suggested by default on orders of this type. Action codes are used to control how the payment and posting flow is handled — for example, a repair order can have an action code that ensures payment is made via a warranty account instead of directly from the customer.
Customer: A default customer suggested automatically when creating an order of this type. Useful for internal order types where the customer is always the same, for example your own company.
Default task type: The task type automatically selected for tasks created from sales orders of this type.
Default printout: The report/printout used by default when a sales order of this type is printed or sent.
Default for organizational units: Multi-select field that shows and controls which organizational units have this type as their default type. The field is updated when you use the Set as default for current organizational unit button in the list view, but it can also be edited directly here.
Default: Global default checkbox. If checked, this type is automatically assigned as the default for new sales orders, regardless of organizational unit. Typically used when there is only one active type.
Prevent automatic discount: If checked, automatic discounts are not given on order lines for sales orders of this type — even if the customer is otherwise eligible for automatic discount.
Prevent manual discount: If checked, the user cannot manually add discount on order lines for sales orders of this type.
Supports click and collect: Allows the customer to pick up the order from a different organizational unit than the one the order was created in. For example, an order created in the webshop can be picked up in the physical store in Aalborg. Sapera handles the internal transfer and invoicing automatically.
Email subject: Default subject line for the email sent to the customer when the order is marked as completed — for example "Your machine has been repaired". The field supports placeholders that dynamically insert information from the order. Available placeholders are shown as a tooltip when you hover over the field. Maximum 255 characters.
Message on completion: The body text of the email or SMS sent to the customer on completion. Like Email subject, it supports placeholders for dynamic information — available placeholders are shown as a tooltip. Note: If you fill in this field, Show dialog on completion is activated automatically.
Show dialog on completion: If checked, a preview and edit dialog with the content of the message is shown before it is sent to the customer on completion. This allows the user to customize the message for the specific order before sending.
At the bottom of the edit form is a table with the extra custom fields associated with the order type. These fields are shown on the sales order when the user selects this type.
Add field (+): Opens the field dialog, where you select a field and configure its behavior on this order type.
Edit field (pencil): Opens the field dialog for the selected field. Active when a field is selected. You can also double-click a field in the table.
Remove field (x): Removes the selected field from the order type. Active when a field is selected.
Move up / Move down (arrows): Changes the order in which the fields are shown on the sales order. Active when a field is selected and can be moved in the given direction.
Field name: The name of the custom field.
Required: Shows whether the field must be filled in before the order can be saved.
Allow on printout: Shows whether the field value is included on the printout and invoice.
Can be changed after order is completed: Shows whether the field value can be edited even after the order is completed.
The field dialog opens when you add or edit a field on the order type. Here you configure how the selected field behaves on this specific order type.
Field: Select the desired field from the dropdown menu. You can choose among predefined fields and EAV custom data fields. The field can only be selected on creation — it cannot be changed when you edit an existing field on the order type.
Required: If checked, the field must be filled in by the user before the sales order can be saved.
Allow on printout: If checked, the field's value is included on printouts and invoices for this order type.
Can be changed after order is completed: If checked, the field's value can be edited even after the order is marked as completed. Useful for note fields, for example.
These settings are only shown if the selected field supports synchronization with serial item data.
Synchronize with serial number field: Select whether the field's value should be synchronized with a corresponding field on the serial item — either registration number, serial number, or a specific attribute.
Serial item field: Shown when the synchronization type is set to "Attribute". Here you select which product attribute to synchronize with.
Auto update field with value from related field from the serial item: If checked, the value is automatically transferred from the serial item's field to the order field (one-way synchronization from serial item to order).
Auto update related field on serial items: If checked, the value is automatically transferred from the order field to the serial item's field (one-way synchronization from order to serial item).
The Default section is only shown for fields of the yes/no (boolean) type.
Selected by default: If checked, the field is checked by default when a new sales order of this type is created.
The Products to be added section is only shown for fields of the yes/no (boolean) type. Here you can configure that one or more products are automatically added as order lines when the user activates the field on the sales order.
Add product (+): Opens the product picker dialog, where you select the product to be added automatically.
Remove product (x): Removes the selected product from the list. Active when a product is selected.
The table shows the following columns for each product:
Product: The name of the product that is added automatically.
Quantity: The quantity of the product added on the order line when the field is activated.
If you have questions, you are welcome to contact support.
Want to know more?
Read more in these related articles:
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This article explains how to create a sales order.
