System Data Invoice Priorities
Table Of Contents
Introduction
Invoice Priorities allow you to identify and manage sales orders that require special handling or attention.
For example, many businesses create an Urgent priority and assign a mark that makes urgent orders stand out in processing screens.
Invoice Priorities can also automate notes, influence delivery dates, trigger emails, and be used in invoice rules.
For setup instructions, see How To: Setup Invoice Priorities.
Where Invoice Priorities Are Used
Invoice Priorities are available throughout Khaos Control and can be used in a variety of ways.
Sales Invoice Manager
In the Sales Invoice Manager, the priority mark is displayed against the sales order, making it easy to identify orders that require attention.
You can also use the F4 filter to display only orders with a specific Invoice Priority.
Sales Orders
Invoice Priorities can be assigned in the Additional Details section of the Sales Orders | Additional screen.
The selected priority is applied when the sales order is saved.
User Defaults
Invoice Priorities can be linked to individual users in System Data | Others | Users.
When configured, the user's default priority is automatically applied to new sales orders they create.
Delivery Rates
Invoice Priorities can be applied automatically when a specific delivery rate is selected.
For more information, see How To: Configure Courier Services and Delivery Rates.
Invoice Rules
Invoice Priorities can be used as a condition within invoice rules.
For more information, see How To: Set Up Invoice Rules.
Email Triggers
Priority-specific emails can be triggered automatically based on the Invoice Priority applied to a sales order.
For more information, see How To: Setup Email Trigger Rules.
Invoice Priorities Grid
The Invoice Priorities screen contains the following fields.
| Field | Description |
|---|---|
| Description | The name of the priority, such as Urgent, Delivery Date Required, Subscription, Suspect Fraud Order, Customer Collection, or Awaits PayPal Payment Confirmation. |
| Mark | The character or symbol displayed against a sales order in the Sales Invoice Manager to indicate the priority. |
| Highlight | When ticked, the priority mark is displayed in bold to make it more visible. |
| Order Note | A note automatically added when the priority is applied to a sales order. Once the sales order is saved, the note is appended to either the invoice note or delivery note. |
| Inv Note | Determines where the Order Note is added. |
| DelDate Adj | The number of days added to or removed from the delivery date when the priority is applied. |
| Use DelDate Adj | Controls whether the delivery date is automatically recalculated when this priority is added or removed. |
| Disabled | Marks the Invoice Priority as inactive so it is no longer available for new sales orders. |
Inv Note
The Inv Note setting determines where the Order Note is stored.
- Ticked
The Order Note is added to the sales order's Invoice Notes field. - Unticked
The Order Note is added to the sales order's Delivery Note/Picking List Note field.
DelDate Adj
The DelDate Adj field allows a priority to automatically adjust the delivery date.
For example:
- Enter -1 to bring the delivery date forward by one day.
- Enter 2 to move the delivery date back by two days.
For more information, see Delivery Date Adjustment.
Use DelDate Adj
This option controls whether the delivery date adjustment is applied automatically.
Ticked
When an Invoice Priority is added to or removed from a sales order, Khaos Control recalculates the delivery date using:
- The DelDate Adj value.
- The settings configured in System Values | Options | Order Delivery.
Note:
The calculation takes non-working days into account.
The calculation takes non-working days into account.
Unticked
Adding or removing the Invoice Priority will not automatically recalculate the delivery date.
Invoice Priorities Context Menu
The grid's right-click menu includes the following options:
| Option | Description |
|---|---|
| Apply Value Range | Applies the same value to all selected rows in the current column. |
| Clear Selection | Removes the current row selection. |
Common Uses for Invoice Priorities
Invoice Priorities are often used to highlight orders that require special attention, including:
- Urgent customer orders.
- Orders with a specific delivery deadline.
- Customer collection orders.
- Subscription fulfilment orders.
- Orders awaiting payment confirmation.
- Orders requiring additional fraud checking.
Using priorities consistently can help teams identify important orders quickly and improve order processing efficiency across the business.