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 and click Order/invoice settings. You will need either the settings permission or the permission to manage PDF document templates.
The tabs on this page
The page is split into five tabs:
- Sales order & invoice settings - the account-wide defaults covered by this guide.
- Invoicing details - your business name, logo, bank details, tax numbers and PDF options. See How to create and edit invoicing details.
- PDF document templates - the templates used for invoices, delivery notes and credit notes. See Customising invoice, delivery note & credit note PDF templates.
- Invoice due reminders - automated reminder emails for unpaid invoices. See Invoice due reminders.
- Number sequences - creating and editing the sequences themselves. See Define invoice and credit note numbering sequence/format.
The rest of this guide walks through the Sales order & invoice settings tab, 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 and 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.
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 dateorOf 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 for the full order of precedence.
Allow recording overpayments on deliveries
Ticked by default. When unticked, 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 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.
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)
Order placement settings
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.
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 and Understanding stock levels.
Fail credit limit checks if there are overdue invoices
Ticked by default. When enabled, any overdue invoice will cause a credit limit check to fail, regardless of how much of the credit limit has been used. When unticked, 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 tickboxes 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 for a full walkthrough of each combination, and What do the different date options/types on an order/invoice mean?.
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.
By default, should we print paper invoices/delivery notes for your customers
Ticked 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.
Show the outstanding tracked containers with the customer
Ticked 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 tickboxes 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 ticked. See How to include BB dates, batch numbers and container codes/packaging IDs on invoices and delivery manifests.
Note: This setting covers invoices and delivery notes only. Delivery manifests and courier pick lists have their own equivalent option in
Settings->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 tab at the top of the page. 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 bottom of the Sales order & invoice settings tab there's a View recent changes to these settings button, which shows an audit trail of what was changed, when and by whom.