This article walks through the sales order settings. The settings control the behavior of the sales order screen — including the invoicing flow, stock handling, automation, field visibility and digital signature.
If you cannot see the menu item, you most likely do not have permission to access it. Contact support.
Open Financial via the hamburger menu in the top left. Go to Setup → Settings → Financial → Sales Order.
Determines how a sales order is completed and invoiced, and thereby changes which actions (buttons) are available on the order. This setting requires that Support invoicing is enabled.
No (default) — full flow: The sales order goes through separate steps. The items can be delivered (delivery note/delivery, which draws on stock) and invoiced as separate actions, and partial invoicing is possible (invoicing parts of the order at a time). Suitable for companies that separate picking and delivery from invoicing, or that send multiple partial deliveries or partial invoices on the same order. The delivery step requires that stock management and delivery are enabled.
Yes — simplified flow: The sales order is completed and invoiced in a single step with one "Complete" action. There is no separate delivery or delivery-note button, and the order is invoiced as a whole. Faster for simple sales where delivery and invoicing effectively happen at the same time.
Note: If a customer is set up for collective invoicing, invoicing is done via the collective invoicing run, and direct invoicing from the order is not available — regardless of the choice here.
Specifies whether invoicing can be done directly from sales orders.
Yes (default): Invoicing from a sales order is possible.
No: Invoicing from a sales order is disabled. Buttons and actions related to invoicing are removed from the order.
Specifies whether Sapera automatically fills in the invoice date when invoicing.
Yes (default): The invoice date is automatically set to today's date when invoicing.
No: The invoice date must be filled in manually.
Determines whether sales orders support purchase back — e.g. for returns.
Yes (default): The purchase back function is available on the order.
No: The purchase back function is hidden.
Determines whether a sales order automatically changes status to "In progress" when it is saved.
Yes: The order is set to in progress on every save.
No (default): The status does not change automatically on save.
Determines whether order lines can be changed while the order is in the "In progress" state.
Yes: Lines can be edited even when the order is in progress.
No: Lines cannot be edited in the in progress state.
Specifies whether the "Abort" action is available on sales orders.
Yes (default): The Abort function is shown and can be used.
No: The Abort function is hidden.
Specifies whether the sales order can be marked as completed via a dedicated action.
Yes (default): The "Mark completed" action is available.
No: The action is hidden.
Determines whether Sapera should suggest the same stock location as the one used at the most recent registration of the item.
Never: The previous location is never reused.
Always: The previous location is always suggested.
When conditions met (default): The location is only reused when the system's conditions are met.
Determines how Sapera handles stock location selection if the item is not in stock at the selected location.
Always current OU (default): Always use the location in the current department, regardless of stock status.
Ask: Show a dialog if the item is available at another location.
Auto-select available department location: Automatically select a location where the item is in stock.
Auto-select by priority: Automatically select the location with the item that has the highest priority.
Specifies whether stock is reserved in the collection department if a collection department is selected on the order.
Yes (default): Stock is reserved in the collection department.
No: Stock is not reserved in the collection department.
Specifies whether the state column is shown in the item overview on the sales order.
Yes: The state column is shown.
No: The state column is not shown.
Specifies whether action codes are shown on the order lines.
Yes: Action codes are shown on the lines.
No: Action codes are not shown.
Specifies whether the account field is shown on each order line.
Yes: The account field is shown on the lines.
No: The account field is not shown.
Specifies whether the description field is shown on the sales order.
Yes: The description field is visible.
No: The description field is hidden.
Shows or hides the option to select an organizational unit (department) on the sales order.
Yes (default): The department selection is shown.
No: The department selection is not shown.
Shows or hides the option to link the sales order to a parent sales order.
Yes (default): The field for selecting a parent sales order is shown.
No: The field is not shown.
Specifies whether reports related to product instances are included when the sales order is exported or printed.
Yes (default): Instance related reports are included on export.
No: They are not included.
Determines whether a dialog for selecting an operator is shown when a sales order is created.
Yes: An operator selection dialog is shown at creation.
No (default): The operator can be selected manually on the order afterwards.
If operator selection is shown at creation (see the setting above), this setting determines whether the selection is mandatory — that is, the dialog cannot be closed without an operator being selected.
Yes: An operator must be selected — the dialog cannot be dismissed.
No (default): The operator selection is optional and can be skipped.
Specifies whether Sapera should ask about an operator when the sales order is invoiced.
Yes: An operator selection dialog is shown when invoicing.
No: No operator is asked for when invoicing.
Specifies the product ID for the product used when worklog hours are added as a line on the sales order. If the field is left empty, adding work hours to the order will fail with a message that the worklog product is not defined.
Specifies how many minutes logged time is rounded to when worklogs are added to the sales order. For example, enter 15 for quarter-hour rounding. Set to 0 to turn rounding off.
The default task type ID for tasks created directly from the sales order. If the field is left empty, no default task type is used.
The number of days before the promised completion date by which the order is expected to be ready. Used to show a warning on the order before the deadline is exceeded. Default: 5.
The number of days before the promised completion date that is marked as the hard deadline. Default: 1.
Enables or disables the option to send sales orders for digital signature. Note: This setting can only be changed by Cloud Retail Systems' support (administrator) and requires a separate agreement.
Yes: The signature feature is active, and a "Send for signature" action is shown on the order.
No (default): The signature feature is turned off.
If the signature feature is active, texts and expiry time can be configured in the subcategory Signature Invitation directly under the Sales Order settings.
The subcategory Signature Invitation contains texts and configuration for signature invitations sent to the customer when a sales order needs to be signed digitally. The settings below are only relevant if Support signature feature is enabled.
The following placeholders can be used in the SMS and email templates (inserted with curly braces): {Url} — link to the signature page, {CustomerFullName} — the customer's full name, {SalesOrderIdentifier} — the sales order number.
The text of the SMS sent to the customer with the signature link. Default: "Please sign the document at: {Url}".
The subject line of the email inviting the customer to sign. Default: "Signature invitation for {SalesOrderIdentifier}".
The body of the invitation email with the signature link and information about expiry. The default text addresses the customer by name and link, along with a note that the link expires in 2 days.
The number of days the signature link is valid from when it is sent. Default: 2.
Determines whether the signature request is automatically approved if the customer does not sign before the link expires.
Yes: The request is automatically approved when the link expires.
No (default): The request is not automatically approved — the order requires manual handling.
The subject line of the email sent to the customer after they have signed. Default: "Signature confirmation for {SalesOrderIdentifier}".
The body of the confirmation email to the customer after signing.
The subject line of the receipt email sent with the signed document attached. Default: "Receipt of signature for {SalesOrderIdentifier}".
The body of the receipt email, in which the signed document is attached.
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If you have any questions, you are welcome to contact support.
Want to know more?
Read more in these related articles:
Sales orders
A complete guide to sales orders in Financial: list view, creation, all header fields, lines, the tabs at the bottom, actions and the state machine from draft to invoicing.
Creating sales orders
This article walks through how to create a sales order.
Sales order types
Learn how to create and configure sales order types in Sapera. A sales order type controls fields, discount rules, default values, completion messages and layout for sales orders and quotes.
