# Order & invoice settings The **Order & invoice settings** page is where you set the account-wide defaults that Breww uses whenever an order is raised, priced, fulfilled and invoiced. Almost everything here can be overridden further down the line (on a customer, parent company, customer type or individual order), so think of this page as the starting point Breww falls back to. To get there, go to **Settings** -> **Sales, orders & invoices** -> **Order & invoice settings**. You'll need the **Settings** permission to open this page. ## Related order and invoice pages This page sits in the **Orders & invoices** group of the **Sales, orders & invoices** settings area, alongside four related pages. You can move between them using the **Other order & invoice settings** menu in the top right of each page: - **Invoicing details** - your business name, logo, bank details, tax numbers and PDF options. See [How to create and edit invoicing details](https://breww.com/docs/invoicing-details/). - **PDF document templates** - the templates used for invoices, delivery notes and credit notes. See [Customising invoice, delivery note & credit note PDF templates](https://breww.com/docs/custom-pdf-documents/). - **Invoice due reminders** - automated reminder emails for unpaid invoices. See [Invoice due reminders](https://breww.com/docs/invoice-due-reminders/). - **Number sequences** - creating and editing the sequences themselves. See [Define invoice and credit note numbering sequence/format](https://breww.com/docs/number-sequences-invoices-credit-notes/). Users with the **Manage PDF document templates** permission can open those four pages without the **Settings** permission. The **Order & invoice settings** page itself always needs the **Settings** permission. The rest of this guide walks through the **Order & invoice settings** page, in the order the settings appear on screen. ## Pricing & payment settings ### Default price book This is the system-wide default price book for all newly raised orders. It can be overridden on a customer, parent company, customer type or single order basis. A default price book must always be set, and it must be in your account's base currency. Price books in other currencies are listed but cannot be selected. See [Price books and pricing](https://breww.com/docs/price-books-and-pricing/) and [Multi-currency support](https://breww.com/docs/multi-currency-support/) for more. > Note: Changing this setting causes Breww to recalculate the default price shown against each of your products, so the change is reflected everywhere the default price is used. ### Default price list template The template Breww uses when generating a new price list. This can be overridden per customer, parent company or customer type. A default must always be set, as it is used when the price list page first loads. See [Price lists](https://breww.com/docs/price-lists/). ### Default invoice payment terms Two fields work together here: - **Due date days or due day of month** - the number to use, for example `30`. - **Due date option** - how that number is interpreted, for example **Day(s) after the invoice date** or **Of the following month**. As you change either field, Breww shows a plain-English explanation underneath so you can check the result before saving. If you choose **Last day of the current month** (or, for US accounts, the **New York State SLA** calendar option), the number field is disabled because it isn't needed. The **New York State SLA: Beer, Cider and Wine Products Credit Calendar** option is only offered to accounts with a US business address. These are your account defaults. Payment terms set on a customer, or on their parent company, take priority. See [Payment terms settings](https://breww.com/docs/payment-terms-settings/) for the full order of precedence. ### Allow recording overpayments on deliveries Enabled by default. When disabled, Breww will not let anyone record a payment against a delivery that is larger than the amount still due on that invoice. This applies both in Breww on the web and when your drivers take payments in the Breww mobile app. ### When should Breww allow your customers to pay you online? Breww's invoice emails include a link to a page where your customer can review their invoice. If you have a payment integration such as Stripe set up, they can also pay from that page. Choose from: - **Allow online payments if the customer doesn't pay via Direct Debit** (the default) - **Allow online payments always** - **Never allow online payments** If you enable payments here without setting up a payment integration, your customers will not be able to complete payment online. There's a button beside this setting to jump straight to your [Stripe integration](https://breww.com/docs/stripe-integration/) settings. Breww will also hide the online payment option in a couple of specific cases regardless of this setting, for example when the customer is set to be automatically billed through the Fintech integration, or on a trade store order placed at a store that doesn't require payment. ### Applying tax-free pricing and discounts When a product has duty-free (or tax-free) pricing **and** a discount, this setting decides which is applied first. The exact wording uses your account's own tax name. - **Apply duty reduction first** (the default) - the duty amount comes off the price, and any percentage discount is then calculated on that reduced price. This results in a smaller discount amount in money terms. - **Apply discount first** - the percentage discount is calculated on the full price, and the duty reduction is applied afterwards. This affects both price book discounts and line-level discounts on orders, and it is used when generating price lists too. See [How to create an order with duty-free pricing](https://breww.com/docs/duty-free-pricing-for-export/). ### Rounding of price book "Units" When a price book rule is written in terms of container type "Units" and an order works out to a non-whole number of units, this setting decides how that number is rounded: - **Always round down** - **Always round up** - **Round normally (.5 up)** (the default) See [What are "Units" and how can they be used for price book discounts, delivery charges, and Trade Store MOQs](https://breww.com/docs/product-units/). ## Order placement settings ### Which status should newly created orders default to? Choose whether orders start life as a **Draft** (the default) or as a **Confirmed** order. This sets which option is preselected under **Order status** on the first step of creating an order, and it applies to normal orders, free sample orders and stock transfer orders alike. Whoever is creating the order can still change it for that order. A confirmed order must have a delivery or collection scheduled, so choosing to confirm an order when creating it means choosing to schedule it too. If an order cannot be confirmed when it is saved, for example because the customer is over their credit limit, nothing is saved and the reasons are shown, so it can be saved as a draft instead. See [How to create an order for a customer in Breww](https://breww.com/docs/orders-and-invoices/). ![The default status for new orders in Order & invoice settings](https://storage.googleapis.com/breww-user-uploads/markdown-embedded/cc5fd047348cbd16562c94949841c19245c2f47f518f0a11997297e116de839a.png) ### Default fulfillment site If you choose a site here, all orders for customers that are not explicitly linked to another site will be fulfilled from this site. If you leave it blank, Breww works out the best site to use automatically, based on stock availability and the location of the site and customer. Only sites that are enabled for order fulfillment, and that aren't restricted to their linked customers only, can be chosen here. > Note: Changing this setting (or the option below) prompts Breww to re-check the fulfillment site on your recent outstanding orders, so existing orders pick up the new behaviour. ### Fulfillment site resolution process This option only appears when **no** default fulfillment site is chosen, because it controls the automatic site selection. There are two choices: - **Nearest site** - Breww simply picks the closest allowed site to the delivery address, whether or not it has the stock. - **Nearest site with stock available** (the default) - Breww works down the allowed sites, closest first, looking for one that can supply everything on the order. If no site can, it falls back to the site with the highest percentage of the order in stock. For the full detail of how sites are ranked, including customer-linked "priority" sites, see [How to set which site will be used for which customers or handle "consignment"/"sale or return" stock](https://breww.com/docs/consignment_sale-or-return-stock/). ### Prevent over-selling of stock Off by default. With this enabled, Breww will prevent you from adding products to orders when you don't have enough stock available, and will also block increasing the quantity of an existing order line beyond what's available. The same check is applied when repeating orders are generated. The figure Breww checks against respects any sites linked to the order or customer, and otherwise follows the stock calculation setting below. ### How the "Theoretical max available" figure is calculated across sites If you operate from more than one site, choose how Breww totals up stock when looking for products to add to orders (and when preventing over-selling, if that's enabled): - **All available stock at all sites**, assuming stock can be freely moved between sites on demand (the default) - **All available stock at only sites that are enabled for order fulfillment**, assuming stock can be freely moved between those sites on demand This may also affect the stock levels Breww syncs to ecommerce and POS platforms, price lists, your trade store and similar. If an order or customer is linked to specific sites, that takes precedence over this option. ### Which stock figure to display when adding products to an order Choose whether the product picker shows the "Theoretical max available" figure, the "Available" figure, or both. See [Setting the stock figure to display when adding a product to an order](https://breww.com/docs/setting-the-stock-figure-to-display-when-adding-a-product-to-an-order/) and [Understanding stock levels](https://breww.com/docs/understanding-stock-levels/). ### Fail credit limit checks if there are overdue invoices Enabled by default. Any overdue invoice will cause a credit limit check to fail, regardless of how much of the credit limit has been used. When disabled, only the credit limit amount itself is checked. Either way, this only applies to customers who have a credit limit set up. ## Invoice issuing settings ### Keeping invoice dates in step automatically Two settings control how Breww manages invoice dates, and both also update the payment due date to match: - **Automatically keep the planned invoice date in sync with the scheduled delivery date** - **Automatically set invoice date to the current date when invoicing an order** Both are worth understanding before you change them. See [Invoice issuing settings](https://breww.com/docs/invoice-issuing-settings/) for a full walkthrough of each combination, and [What do the different date options/types on an order/invoice mean?](https://breww.com/docs/invoice-date-types/). ### When should Breww automatically send an email with the PDF invoice attached? Choose from: - **Never automatically send** - **Automatically send when order is invoiced** (the default) - **Automatically send when delivery is completed** (sent 10 minutes after, to give time for signatures to be added) This is the account-wide fallback. A setting on the customer, or on their parent company, takes priority over it. If your account has a UK business address, the label notes that SIBA orders are excluded. See [Sending automatic invoice and delivery note emails](https://breww.com/docs/auto-email-documents/). ### By default, should we print paper invoices/delivery notes for your customers Enabled by default. This is the fallback used when bulk printing for customers who haven't been explicitly opted in or out. See [How can I control which customers get printed invoices & delivery notes](https://breww.com/docs/printed-invoices_delivery-notes/). ### Show the outstanding tracked containers with the customer Enabled by default. Adds a summary of the tracked containers the customer currently has out to invoices and delivery notes. ### Display containers and batch numbers on invoices and delivery notes Choose whether to list the containers an order was delivered in: - **Don't display containers** - **Show for casks & kegs only** (the default) - **Show for everything (casks, kegs and smallpack)** If you choose either of the last two options, a further set of options appears so you can pick what's listed against each container: its code or non-returnable number and each smallpack's Packaging ID, its batch number, and its best before date. At least one of the first two must be enabled. See [How to include BB dates, batch numbers and container codes/packaging IDs on invoices and delivery manifests](https://breww.com/docs/additional-batch-info-on-invoices/). > Note: This setting covers invoices and delivery notes only. Delivery manifests and courier pick lists have their own equivalent option in **Settings** -> **Deliveries** -> **Delivery labels & documents**. See [General delivery settings](https://breww.com/docs/general-delivery-settings/). ## Invoice & credit note number sequence settings These three options choose which of your number sequences Breww uses by default: - **Default invoice number sequence** - **Default credit note number sequence** - **Default stock transfer order number sequence** - optional. If you leave this blank, stock transfer orders use your default invoice number sequence. The sequences themselves (their name, prefix, next number and padding) are managed on the **Number sequences** page, which you'll find in the **Other order & invoice settings** menu. A sequence that is set as one of the defaults here can't be deleted until you point the default at a different sequence first. ## Seeing who changed these settings At the top of the **Order & invoice settings** page there's a **View recent changes to these settings** button, which shows an audit trail of what was changed, when and by whom.