General settings: Quotes, Invoices...

This tab contains the settings for sales documents (quotes, invoices and other accounts receivable documents) and purchase documents (purchase orders, supplier invoices and other accounts payable documents).

Access: Tools → Settings → General Settings or press the F3key.===== Functions ===== This tab displays the available functional options.

Customer payment terms is the payment term you usually grant to your customers. It will be used by default when creating an invoice and other customer documents

Supplier payment terms is the payment term you usually use to settle payments with your suppliers. It will be used by default when creating a supplier invoice and other supplier documents.

Quotation validity period (days) : this is the period after which an unaccepted quotation will be deemed to have been implicitly rejected.

If the box Detailed Order Management is ticked, it will be possible to track the progress of an order through its various stages via a dedicated screen.

Manage service providers allows you to record the contractor who carried out the work in the documents, in the case of subcontracting, for example. This information can be retrieved and, if necessary, included on the invoice (Incidentally, we added this feature to generate MaPrim’Rénov invoices!).

Manage payment schedules : Tick this box to attach Invoices under schedule payment schedules to invoices.

Project : You can track the progress of your projects based on quotes or purchase orders. In both cases, you can generate invoices corresponding to the recorded progress (progress invoices).

The Manage retention is compatible with progress tracking.

Tick the box Manage advance payment invoices to enable this feature. Advance payment invoices, despite their name, are in fact payment receipts for an issued invoice.

Enabling the Direct Product Entry Field enables a direct product entry field to be displayed on the invoice, quotation, etc. details screen, allowing you to enter a product code directly (which is quicker than selecting it from a list) or to use a laser barcode scanner to scan products.

The ‘Favourite Products’ enables three small stars to be displayed on the document details screen; clicking these adds a line item for a favourite product. This is very useful, for example, if you regularly add a particular product to each of your quotations, invoices, etc. The Auto enables this to be added automatically.

When a document is generated from another, the original document references the generated document, and the generated document references the original document(s). For example, if quotation ID 6 generates invoice 56, the quotation will include the following note: “Document generated: INVOICE56 on 13/06/20 at 15:39 by EN”, and the invoice will include the following note: “Original document(s): Quotation 20-06-5 (4 June 2020)”. If you do not wish to generate this information, tick the box Remove origin details.

In France, if a purchase order was issued before the invoice, the purchase order reference must appear on the invoice (Article Article L441-9 of the Commercial Code).

Online payment allows you to insert an online payment link directly into PDF invoices. You can use the payment form available on the Gestan website, or create a customised form. In the latter case, simply enter the URL of your payment page (e.g. www.maboite.com/payer.php). Gestan will send the amount due in the “mtt” variable, and the description of the invoice type in the “svc” variable. Your PHP page can retrieve these variables and process them in a PayPal or other payment form. See this link.

This tab displays the available layout options.

You can choose the Numbering type that suits you best. Whilst every quotation, invoice, etc., is identified by a unique internal number specific to Gestan, the number printed on the document can take various formats. The''default option “customer no. / invoice no. / invoice no. for the customer” generates a number comprising the contact ID, the document’s internal ID, and the sequence number of the invoice for that customer (invoice 1528-556-7 would be the 7th invoice for contact 1528, with internal number 556). See also: Document numbering)

It is possible to prefix this number with a description Prefix, and/or by the user code who either created the document or is responsible for tracking it. For example, for a prefix of ‘BM’ and the ‘Creator’ option, our previous invoice 1528-556-7 would become BM/1528-556-7/EN, if it was user EN who had created the invoice at the Bormes-les-Mimosas branch. It will also be possible to use a prefix specific to the document type, for example FAC for invoice, etc. (see below).

In quotations, invoices, etc., the product code can be printed in a separate column, or not. You can adjust the width of this column, depending on the usual length of your product codes, via the Product column width. The default value is 24 mm.

When printing invoices with a Swiss QR code, you can specify a print margin .

Postage break allows you to print frais_de_port shipping charges separately from the main body of the invoice. In this case, you must specify the product code representing the shipping charges.

Quotations, invoices, etc., feature the company name in the header, followed by the phrase ‘For the attention of’, which can be hidden using the drop-down menu “For the attention of”.

By default, PDFs generated by Gestan are named in the format “Abbreviation_No._Name”; for example, invoice 202302 for Mr Dupont will generate a PDF file named “Invoice_202302_Dupont.pdf”. However, it is possible to use a different naming convention via the drop-down menu PDF namingdrop-down menu.

Tick the box Print exchange rate to choose whether or not to print the exchange rate for items that are not in the default currency.

The Unit before quantity allows you to print the unit column before the quantity column.

Show discount column (screen) allows you to always display the discount column on the Invoice details screen. Otherwise, it is only displayed on request, or if there is at least one discount per line.

Tick the box Number lines adds a number to each document line when printing.

Use customer product descriptions allows you to generate a supplier document using the customer’s product descriptions. This corresponds to the following scenario: your customer orders shirts embroidered with first names. The order will include the product description, and you will note down the first names to be embroidered. When you generate the supplier order from the product order, without this option, the supplier order will use the supplier’s product descriptions (i.e. without the first names), whereas with this option selected, they will be identical to the customer document (i.e. including the first names).

Include the brand in the product description : allows you to add the product brand to the item line description when the line is added.

The ‘Tracked by the logged-in user’ allows you to ensure that the user tracking the document, at the time of creation, is set to the logged-in user, rather than the user responsible for the contact.

The drop-down menu **Empty line ** controls the programme’s behaviour when entering data on a document line on the Invoice Master screen. It allows you to choose either to create a ‘Non-catalogue’ product line or to call up the product selector to add a new product.

The Do not print decimals for whole quantities is useful for businesses that sell by the unit – for example, a number of bottles – but purchase with decimal quantities, such as services charged per hectare. In this case, supplier invoices will be generated with as many decimal places in the product quantity as specified in the relevant field, whilst customer invoices will show 0 decimal places for quantities, as these are all whole numbers.

Swiss Rounding allows rounding to be calculated in the Swiss manner. As the Swiss do not use centimes, amounts are rounded to the nearest tenth. For example, an item costing 75 CHF with 7.7% VAT – which mathematically amounts to 80.78 including VAT – will be rounded to 80.80 (accounting calculations are performed without rounding; the total is only rounded when documents are printed).

The Total in words allows you to print the total including VAT in words at the bottom of the invoice. In this case, you must enter the currency unit (the currency name in words, e.g. dinard) and the decimal part (the decimal part of the currency name in words, e.g. centavo). Enter plurals in brackets, for example: euro(s) and: centime(s).

The background colour of the column headers is used when printing the column headers of reports generated by Gestan, such as the list of customers or transactions. This colour can also be used for column headers and totalisation fields, depending on which boxes are ticked.

Where document lines are grouped by title/batch, a separator line is printed for each batch. You can choose the background colour for this line, as well as the font colour (the batch name will be displayed on this line)

This tab contains the options relating to a single document type (quote OR invoice OR order, etc.).

The drop-down list Document drop-down list allows you to select the type of document to configure.

The 1 allows you to enable or disable the selected document type: for example, some companies never issue delivery notes; this button allows you to completely disable delivery note management.

Right next to it, the tick boxes Generation buttons allow you to control the display of document generation buttons.

For example, it is possible to generate an invoice, a purchase order, a delivery note or a credit note from a customer quotation. You can configure the display of the buttons for generating Purchase Orders and Supplier Orders, for example. This prevents the same document from being generated twice from two different documents (for example, generating an invoice from a quotation, and then generating another invoice from a purchase order that was created from the same quotation: the second invoice would be an unnecessary duplicate)

These are the options that apply by default to all documents created.

Documents have statuses defined in ‘ Gestan ’ (draft, to be sent, sent, pending, settled, rejected), and it is possible to configure additional , for example ‘in production’ or ‘production order to be issued’ for sales orders.

Do not print the ‘Unit Price excl. VAT’ column : prevents the unit price (excl. VAT) column from being printed.

Do not print the VAT % column : prevents the VAT column from being printed.

Do not print quantities : prevents the Quantity column from being printed.

Product image : allows you to print a column containing the product image.

Print delivery times : allows you to include the delivery time in the product description when selecting the product to add it to the document (if it is greater than 0 in the product record).

Print payment method allows you to print the payment method, whilst Print delivery charges allows you to print the delivery terms.

Print VAT summary table : instructs the system to print the VAT summary by VAT rate (mandatory in France).

Packaging : allows you to print packing details (weight, volume, number of pallets), where applicable for the document

Sub-totals by type : this box allows you to display totals by product family type (labour, services, expenses or supplies). If this printout is requested, the document’s grand totals must also be printed.

IBAN at the bottom of the page allows you to print an IBAN field at the bottom of the document.

For consignment notes:

Generate shipped waybills allows you, when generating a consignment note from an order or an invoice, to set the consignment note’s status to “dispatched” rather than “delivered” (which is in line with the process used by some companies).

Sticker allows you to print a cut-out slip at the bottom of each invoice.

Thank-you email : allows you to attach the PDF to the standard thank-you email confirming receipt of payment.

Print the “Agreed” box allows you to print a ‘Agreed’ signature box on customer orders or quotations.

QR Code allows you to print the Swiss QR code at the bottom of the invoice; this will be mandatory in Switzerland from 1 October 2022. Please note that the Swiss offer a validateur Swiss QR code which works perfectly well.

Part label colour allows you to print the description of the part colour in the chosen colour. Black is often best, even though it isn’t a colour.

EDI allows you to select the current monitoring format used in your country: Factur-X for France and Germany, and Peppol for Belgium.

Print : depending on which boxes are ticked, you can print telephone numbers 1, 2 or 3, or the email address of the relevant contact, below their postal address.

Cover letter is a field where you can enter the ID of a standard cover letter, such as a standard cover letter for an invoice. This cover letter will be printed before the document.

Prefix A numbering prefix specific to the document type. For example, this allows you to prefix your invoice numbers with FAC, F, or whatever you wish.

The drop-down menu Product Column allows you to specify what should be printed in the product column: the product code, the EAN13 code, or both. If the product’s EAN13 code is not entered, the product code will be printed, preceded by “→”.

Total Type drop-down menu : controls the printing of grand totals. You can therefore print either pre-tax or inclusive of tax amounts alone, NET amounts (for businesses not liable for VAT), pre-tax and inclusive of tax amounts, or the pre-tax unit price and the inclusive of tax amount.

Print payments : allows you to print payments that have already been made.

The stamp 1 allows you to select an image file, which will be printed on paid invoices (you can use the paye.png file, supplied with Gestan)

Reminder : allows you to print the amounts previously due on previous invoices.

Print administrative note allows you to print an administrative notice at the bottom of the invoice (a legal requirement in France since 2013, concerning recovery costs. The standard wording is: In accordance with Decree No. 2012-1115 of 2 October 2012, the amount of the fixed compensation for recovery costs payable to the creditor in the event of late payment is set at 40 euros.. For other countries, you may display whatever you wish, or nothing at all. The button Administrative Note button opens the input window. It can be translated via the translations screen.

Printing the Terms and Conditions controls the printing of the Terms and Conditions. You can choose not to print them, to print the text at the end of your invoice (or quotation), or to attach a separate PDF.

• In the ‘text’ option, the terms and conditions text can be translated and include all keywords available for contacts. It is also possible to specify just the path to an image (you can try, for example, with this example file)
• In the PDF option (recommended), the paperclip icon 2 allows you to select a PDF file, which will be automatically sent with all outgoing emails. For example, you select the invoices and specify a PDF to attach: when you send the invoice by email, the automated email will contain two attachments: the PDF of the invoice and the PDF of the terms and conditions. This ensures the terms and conditions are presented more clearly and offers greater convenience for your customer, who can choose whether or not to print the terms and conditions separately from the invoice.

For delivery notes:

Signature on consignment notes allows you to specify who must sign the delivery note given to the customer: either the carrier, the customer, both, or neither.

These options, defined at a general level, will be applied by default when documents are created, but can be overridden for individual documents.

For example, you may decide that, generally speaking, you print amounts excluding VAT on your invoices, but that for specific invoices, they will be shown inclusive of VAT.

Header type allows you to choose the header type to apply to quotations, invoices and credit notes. See the document headers page. If a document of the same type has already been created for a contact, the header type previously used will be applied to that contact when a new document of the same type is created.

Sorting of lines : defines the sort order of the lines in invoices and other documents.

• Manual: document lines are printed in the order in which they were entered
• Family: lines are printed in the order of product families
• Title/Batch: lines are sorted by invoice title and invoice batch

Sub-total : controls the printing of document line sub-totals, either by family or by title/batch (in manual sort mode, the sub-total would always be equal to the grand total).

• Never: never prints it
• Always: the subtotal will always be printed, provided the corresponding column is visible
• If necessary: the subtotal will only be printed if there is more than one line in the same category
• Force: the pre-VAT subtotal will always be printed, even if the column is not visible.

Product Column allows you either to have a dedicated column for product codes in quotations and invoices, not to print it, or to include it in the description. In the latter case, the product code is enclosed in square brackets, for example “[ART01] Designer flower pot”

Price Column defines the price(s) to be printed in the columns, according to the following table:

X = yes, - = no, Xr = discounted amount

If the option ‘Do not print the PU column’ is ticked, the PU HT column will not be printed (please note that the PUHT is one of the mentions_obligatoires_d_une_facture_en_france in certain countries, including France.

The quantity is printed or not, depending on the general option Do not print quantities. The VAT % column is printed depending on the general option ‘Do not print the VAT column’.

Print document type : controls the printing of the document’s general subject (e.g. ‘Services Sept 2018’).

Tighten the lines when printing : tightens the layout of the document lines.

Print product details : if this box is not ticked, only the product name will be printed (the first line of the document line). If it is ticked, the full product description from the product sheet is also included.

Print discount per line : displays discounts per invoiced product line, rather than just a total discount

Print ‘unit’ column : allows you to print a ‘unit of sale’ column

Fax printing : allows you to remove the grey shading from certain areas, such as column headers: if you send your documents by fax, this improves the legibility of these areas. This option will soon be removed, as fax transmission is no longer used.

No grand total : prevents a grand total from being printed on the document.

Print “Followed by” : prints the contact person responsible for following up on the document.

Print PRD7 Detail Report : allows the PRD7 report to be printed following the document, showing details of the relevant products (including any photos), except for products in the ‘fresh’ category.

The red button 1 allows you to apply the selected options to all existing documents.

This tab displays the logos used in quotations, invoices, etc., as well as in certain reports.

These three logos are images.

The button 1 opens the header creation wizard.

The large logo : its maximum dimensions are 100 pixels high by 692 pixels wide, but it may be smaller. In the latter case, it will be scaled proportionally to fit the available space. It may be necessary to print the “Logo only”, rather than “Logo+address”, to avoid the address generated by the header creation wizard overlapping with the one that appears by default in the top right-hand corner.

The half-page logo : its maximum dimensions are 100 pixels high by 285 pixels wide. It is used for the headers of customer orders, delivery notes, supplier orders and invoices, quotation requests, as well as invoices, quotations and credit notes for which you have chosen a header other than “OriginalGestan ”.

The small logo : its dimensions are 30 by 30 pixels. It is used on subsequent pages of documents and in most reports generated by Gestan.

You will find sample files in the programme’s RESOURCES folder.

In this example, this invoice (with the ‘Gestan IBAN’ letterhead) uses a logo 692 pixels wide: it spans the full width of the page.

In this second example, it is the same invoice, but with the ‘ Gestan Classic’ header, using the half-page logo.

The drop-down menu Print drop-down menu allows you to choose the logo printing option: for example, if you are printing on pre-printed paper, it is useful to be able to disable the printing of the logo. You can select a different option forDirect Print, i.e. when the report is sent to the printer without going through the report viewer. The 2 allows you to make these two options identical (the option selected for direct printing will automatically be applied to direct printing).

This tab provides a way of populating the invoice header when the header images displayed on the previous tab (Logos) do not utilise the full available width. Inherited from the old header configuration method, it is intended to be phased out in the long term.

The 1 is intended to contain the company’s name.

The field 2 is for the company’s contact details (address, telephone number, email, etc.).

=== === fonts

You can specify the fonts and their sizes for:

• The customer address block
• The body of the documents (and it is possible to specify a different font size for the numeric columns via the drop-down menu 3)
• Column headers.===== Footer =====

You can print a fixed label, automatically, depending on the document type, for quotations and invoices, as well as for supplier purchase orders, supplier invoices, customer orders and delivery notes.

Select the relevant document type from the drop-down menu ‘Footer Text’ drop-down menu and click the Editbutton.

The drop-down menu Footer allows you to specify what should be printed at the bottom of the page: by default, Gestan ends each page with a horizontal line, the ‘Identity’ label just below it, and the page number. You can choose to print all of these elements, some of them, or none at all. The 1 allows you to assign a colour to it.

The letter footer allows you to specify what should be printed at the bottom of letters generated by Gestan: it has the same effect as the ‘footer’ drop-down menu, but for PDF letters generated by Gestan based on the content of template messages.

The ‘Identity’ text is printed at the bottom of all documents intended for external use: invoices, quotations, orders, delivery notes, service reports and letters. Use the magic wand 2 to fill it in automatically.

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