Setting document numbers & pricing conditions
Under Settings > Finance Documents you set the prefixes for your quote, invoice, delivery note, and credit note numbers, and control how the pricing condition popup is pre-filled for your entire team when adding line items.
Under Settings > Finance Documents you configure two fundamental things for your entire team: the pattern Univents uses to assign your quote, invoice, delivery note, and credit note numbers, and how the pricing condition popup behaves when you add line items. This article is for anyone who creates financial documents in Univents and wants to set up their number ranges or pricing condition defaults once, correctly.
Setting number ranges per document type
Univents assigns document numbers following the pattern <Prefix><Year>-0001. In the Number ranges section you define a separate prefix for each document type.
- Open Settings > Finance Documents.
- In the Number ranges section you'll see four fields, one per document type.
- Enter your desired prefix in the relevant fields — maximum 12 characters. Leave a field blank to use the default.
- Below the fields, a preview shows the next number per document type, e.g.
ANG2026-0001. - Click Save number ranges.
| Document type | Field | Default prefix | Example |
|---|---|---|---|
| Quote | Quote | ANG | ANG2026-0001 |
| Invoice | Invoice | RE | RE2026-0001 |
| Delivery note | Delivery note | LS | LS2026-0001 |
| Credit note | Credit note | GS | GS2026-0001 |
Only change a prefix at the start of your business or at the turn of the year — changing it mid-stream creates breaks in your number sequence, which can raise questions during an audit.
Number format per document type
In addition to the simple prefixes, further down the same page there's a Number format section — a finer level of control you configure separately for each document type (quote, invoice, delivery note, credit note). These settings override the simple prefixes above.
| Field | Effect |
|---|---|
| Prefix | same as above, but held separately per fine-grained configuration |
| Separator | the character between prefix, year, and counter, e.g. - |
| Digits (padding) | number of digits in the counter, 1 to 12 (leading zeros are padded) |
| Include year | turns the year on or off in the number |
| Year position | only selectable when "Include year" is on: Year before number or Year after number |
| Yearly reset | off means the counter runs continuously across years; on means the counter restarts at 1 every year |
| Next number (start value) | manually sets the counter, e.g. to continue the numbering of a legacy system — can never be lowered below the current maximum |
A live preview next to each document type's heading shows you instantly what the next number would look like with the current settings.
Default Tax Rate
Under Default Tax Rate you set the Tax rate (%) used as a fallback for deposit and partial invoices when no product-specific rate is available. The default is 19%; common values are 0, 7, or 19.
Defaults for quotes and invoices
In the Quotes — Defaults section you set what new quotes automatically inherit:
- Default Validity — the Validity (days) new quotes automatically inherit as "Valid for". Overridable per document.
- Default Reminder — days before the due date at which new quotes automatically schedule reminders. Choose via chips (e.g. 1, 3, 7, 14, 30 days before) or enter a custom value.
- Option Deadline Reminder — the Lead time (days) for an internal advance warning to your team before a quote's option deadline (Optionsfrist) expires. 0 = disabled. The reminder is sent to the workspace owner, the assigned project planner, and the quote's clerk.
In the Invoices — Defaults section:
- Default Payment Term — the global Payment term (days) new invoices automatically inherit as their due date. 0 = no default (invoice has no due date unless set per document).
- Default Reminder — same as for quotes, but configured separately for invoices.
Pricing condition popup: a default for the whole team
When you add line items to a quote, Univents can show a popup asking whether pricing condition surcharges should be applied. In the Pricing Condition Defaults section you decide how this popup is pre-filled — the setting applies uniformly to the whole team, not per member.
| Toggle | Effect |
|---|---|
| Apply Pricing Condition (Default) | When adding a line item, "Apply Pricing Condition" is checked by default in the popup. |
| Show Pricing Condition in Description (Default) | Only visible when the first toggle is on. Shows individual surcharges as separate line items in the quote instead of folding them into the price. |
| Skip Popup Automatically | The popup no longer appears at all — the configured defaults are applied directly when you add a line item, with no prompt. |
All three toggles save immediately when switched — there's no separate save button here.
Automatic follow-up documents
In the Automatic follow-up documents section you decide what gets created automatically as a draft when a quote is accepted. All three toggles are off by default — without them, you create follow-up documents yourself, e.g. when working with deposit invoices or per-day delivery notes.
| Toggle | Effect |
|---|---|
| Create invoice draft on acceptance | automatically creates an invoice draft with the accepted quote's line items |
| Create delivery note draft on acceptance | automatically creates a delivery note draft with the accepted quote's line items |
| Create deposit invoice on acceptance | automatically creates a deposit invoice draft over the configured Deposit percentage — at most one per order |
The deposit percentage (default 30%) only appears once the "Create deposit invoice on acceptance" toggle is on.
Finance document display
In the Finance document display section you set default display options for new financial documents (quotes, invoices, delivery notes). Existing documents keep their own settings.
| Toggle | Effect |
|---|---|
| Show VAT column | shows a dedicated column with the VAT rate per line item |
| Repeat table header on each new page | repeats the table header on multi-page PDFs |
| Allow page break inside a table row | allows a table row to span across a page boundary |
| "Total" column: show net instead of gross prices | shows net instead of gross prices in the Total column |
| Send emails with PDF attachment | additionally attaches the PDF to the outgoing email |
| Aggregate packaging line items | consolidates packaging line items on the document |
| Divide quantities by packaging size | converts quantities based on the packaging size |
Each toggle saves immediately when switched.
Frequently asked questions
What happens if I change the number range while documents already exist? Existing documents keep their old numbers. New documents get numbers with the new prefix from the moment you save, starting at 0001 for the current year.
Do I need to save again after every change to the number ranges? Yes. The Number ranges section has its own Save number ranges button, and without clicking it your prefix changes won't take effect. The pricing condition toggles, on the other hand, save automatically when switched.
Can I configure different settings for different document types? For the number prefix, yes — each of the four document types (quote, invoice, delivery note, credit note) has its own field. For the pricing condition defaults, the three toggles apply uniformly to every quote in the workspace.
Does the pricing condition default also affect quotes that already exist? No. The default only controls how the popup is pre-filled when you add new line items from the moment you change it. Line items already added to existing quotes are not adjusted retroactively.
Why does a line item suddenly cost 0.00 €? This can happen when a pricing condition with a fixed discount hits an article that costs less than the discount itself. Univents distinguishes by how broadly the rule is scoped:
- If the rule covers a single product, the price is capped at 0.00 €. That is intentional: it is how you build a "free from quantity X". The line then shows an amber warning in the document editor: "Pricing condition exceeds the price".
- If the rule covers a category or the whole workspace, Univents simply skips it for that article. The line keeps its normal price. Example: the rule "3.00 € off from 60 units" applies to the whole workspace and therefore also hits cutlery at 0.26 € — there it no longer applies, and the cutlery still costs 0.26 €.
If a line still sits at 0.00 €, type the price in by hand — a price you set yourself is never overwritten automatically again.
When does Univents recalculate a line item's price? Whenever you change the quantity or assign a different product to the line. Univents takes the product's current catalogue price and applies the matching pricing conditions to it. If you typed that line's price in yourself, it stays untouched.
Where do I see rules that apply to every product? Under Settings > Financial documents, in the Rules for the entire workspace section. Every pricing rule that is not tied to a single product or category is listed there in one sentence: when it applies and what it does to the price. You can switch each rule off or delete it. This is especially worth checking if you migrated to Univents from another system — rules you never created yourself may have come along.
A rule does not apply at all — why? Its limit is probably missing. Every rule names its condition in the title ("from quantity", "from guest count", "in the period"), but the actual limit lives in a separate field. If that field is empty, the rule stays inactive — it is deliberately NOT applied to everything. Fill in the limit and it works again. In the Rules for the entire workspace list you can spot such rules by the word "Always" where a condition would be.
Reviewing rules for the entire workspace
A pricing rule can be tied to a single product, to a category, or to the entire workspace. The last kind is the most powerful: it applies to every product that falls into its range — including articles nobody had in mind when the rule was created.
- Open Settings > Financial documents.
- Scroll to the Rules for the entire workspace section.
- Each row describes one rule, e.g. "quantity 60–1000 · 3.00 € cheaper".
- Use the switch on the right to turn a rule off temporarily, or the bin icon to delete it entirely.
Prices that were already written stay unchanged when you switch a rule off or delete it. The rule only affects line items you create afterwards, or whose quantity you change.
Related articles
- Number ranges and pricing conditions only control numbering and popup behavior. How a financial document looks — colors, borders, logo — is set in a layout; see How do I create layouts for financial documents?.
- Save recurring bundles of line items as a finance item template.
- A complete document as a reusable template is covered in Creating & using finance document templates.