Numbering, invoicing, terms, payment methods, shipping defaults, release gates, pickups, claims and the alerts an order raises. Saved for Miami Yard unless you save for all locations.
Numbering & Defaults
One pattern per document, a counter that resets with the year, and the defaults a new order opens with. Set the next number to continue a sequence from a previous system; once a document is issued its number never changes.
Document
Pattern
Next Number
Preview
Assigned
Counter Resets
OrdersBoth sides · one sequence per location
ORD-2026-0050
At creation
Yearly
InvoicesFrom the invoicing source · QuickBooks OnlineFrom the invoicing source · the order number
INV-{YYYY}-{####}QuickBooks sequence
INV-{order number}A second invoice adds -2
0124—
INV-2026-0124INV-2026-0031
By QuickBooksAt issue
In QuickBooksWith the order
Proforma InvoicesContainer trade · own sequence
PI-2026-0035
At issue
Yearly
Credit NotesReturns and claim settlements
CN-2026-0005
At issue
Yearly
ClaimsArrival and delivery claims
CLM-2026-0009
At creation
Yearly
ReturnsUncut slabs and unopened boxes
RTN-2026-0013
At creation
Yearly
StatementsAcross containers · per client and month
—
STM-2026-10
At issue
Monthly
Sequence
Default Rep
Default Quantity
Slabs Reserved
Invoice Date
Order Currency
Every Quote Line Answered Before Confirm OrderLines still open are declined in the same step
Invoice Content
What every invoice carries beside its lines. The layout itself is a template under PDF Templates Manager; these are the defaults the lines, tax, terms and references print with.
Tax
Due Date From
References PrintedOrder and quote numbers · the client's PO and job reference · Incoterm, port, vessel and bill of lading on the Commercial Invoice · slab IDs and sizes on slab lines
Terms & Footer Text
Drafts and quotes reserve nothing. Cancelling or deleting an order releases its reservation; an Expired order does not (see Expiry). A reservation taken on confirmation is what the slab-by-slab Packing List prints.
Invoicing
Where an invoice is created. It always starts from the order; the source decides who numbers it and where it is booked. A new source applies to the next invoice; an issued invoice keeps its number and stays where it was created.
QuickBooks OnlineConnected by M. Alvarez · last sync Oct 3, 07:10 · no sync errors
Create the Invoice in QuickBooks When
Invoice NumberNumbered by QuickBooks · ORD-2026-0031 carries INV-2026-0118 · next INV-2026-0124
Send InvoicesCreated from the order, with its lines and terms
Bring Back the Payment StatusOpen, Part Paid, Paid or Overdue on the invoice here
Send Credit NotesAgainst the invoice they credit
Bring Back the Paid DateShown on the invoice and the order
Send Payments Recorded in VavaWires, cards, checks and cash, matched to their invoice
Accounts & Tax Codes
Income Account · Stone
Tax Code · Local Sales
Income Account · Freight & Services
Tax Code · Export Sales
Invoice NumberFrom the order: INV-{order number} · ORD-2026-0031 gives INV-2026-0031 · a second invoice on the same order INV-2026-0031-2
Proformas & Credit NotesTheir own sequences under Numbering & Defaults
Terms & Deposits by Client Type
What a new order of each client type opens with. Every cell is a default: Clients overrides it per account, and the order can change it again before it is confirmed. A passed due date flags the order to the rep and manager; it never releases anything.
Distributor · DomesticBoth sides · Stone Source, Coastal Surfaces
%
30 days after the invoice
Per client · $150,000 · $75,000
3% · credit cards
FabricatorDistributor → own clients · Elite Kitchens, Gulf Coast, Atlas
%
On delivery or at pickup
Per client
3% · credit cards
Contractor / BuilderDistributor → own clients · Harbor Point Builders
%
30 days after the invoice · PO and job reference on every document
Per client
3% · credit cards
DesignerDistributor → own clients · Meridian, Lakeside
Per arrangement
A: Net 15 to the designer · B: paid in full by the homeowner
Per client · none by default
Waived
HomeownerDistributor → own clients · Henderson Residence
%
Before release · no trade credit
None
Waived
Hold the Order as Awaiting Deposit Until the Deposit LandsSlabs stay held · no pick ticket · no loading
Hold a New Order That Would Breach the Credit LimitNeeds Credit Approval · Coastal Surfaces today
Hold a New Order for Past-Due Invoices Overdue Beyonddays
Apply the Credit Hold to Container Orders on Open AccountOff · the balance gates the documents instead
Request a Local Deposit as Its Own Deposit InvoiceINV-2026-0119 · $12,714 for Harbor Point Builders
Carry a Paid Deposit onto the Final Invoice as a CreditThe balance is right without re-keying
Credit limits themselves live on the client (Clients › Terms); this page only says what happens when one is reached. Who may confirm without a deposit or release a credit hold is set under Permissions below.
Payment Methods
What a client may pay with, and where. The list is yours: a pay link to a distributor in Nassau offers wire alone, the counter offers cash and check, and a trade account on terms may pay on account while it is under its limit.
Wire (USD)
Local Bank Transfer
Letter of Credit
Card · Visa, Mastercard, Amex, Wallets
ACH Bank Debit
Check
Cash
On Account
Pay Links in Every Invoice Email
Card on File · Consent
Card Surcharge% · credit cards only
Waived For
Surcharge ShownBefore the client confirms · its own line on the receipt
Card Processor Connected · fee shown per transaction
Bank Verification
Pending DebitShows as Pending, not Paid · release gates wait
Wire Counts When
Wire MatchingBy reference and amount · short, over or mismatched sender is flagged
Bank InstructionsUSD account · printed on the proforma, invoice and client page
Other Currencies
Card Storage
RefundsAlways to the method paid, in the currency paid
A stored card is a processor token, verified without a charge; staff and the client can replace or remove it. Payments received in another currency record the amount received, the rate and the realised difference for the accountant. Container payments travel as push wires: Awaiting Funds, Reported, then Confirmed.
Shipping-Mode Defaults
The mode a new delivery opens with, by client type. The client's record overrides the type, the delivery overrides the client, and one order may leave as a container plus a few slabs collected at the counter while its invoice and payments stay whole.
Distributor · Overseas
Distributor · Domestic
Fabricator
Contractor / Builder
Designer
Homeowner
The Client's Record May Override Its TypeMeridian: Pickup, air freight for out-of-state houses
Each Delivery May Override the ClientPer destination · Elite Kitchens: truck and pickup on one order
The Order's Status Rolls Up from Its DeliveriesPartially Fulfilled until every delivery is Delivered or Collected
Service Lines and Hand-Carried Samples Are Marked No-ShipEdge polishing never waits for a truck
Container and Air Freight Wait for the Buyer to Approve the BookingIsland Stone approved SDB-77120 on Oct 1
Clients May Ask to Ship a Part-Filled BoxFrom Your Workspace · you accept each request · the client's record may turn it off
The Payload May Be Lowered per Order for a Road-Weight LimitThe fill gauge reads the lower figure
Container Types
The boxes the fill gauge measures against. Stone closes on weight long before volume, so every gauge shows both and names which one closes first; chargeable weight (the higher of actual and volumetric) is shown for air freight.
Container
Max Payload
Usable Volume
Inside Dimensions
Tare
Default
40 ft HCA-frames · 81 slabs of 2 and 3 cm on ORD-2026-0031
kg
m³
1203×235×269 cm
3,900 kg
Default
20 ftA-frames · SHP-0036-1 to Bridgetown
kg
m³
590×235×239 cm
2,300 kg
Carriers & ForwardersSavino del Bene (forwarder, sea and air) · MSC · CMA CGM · Own trucks via Deliveries · Add
Third-Party TruckCarrier, PRO number, ship date and cost on the delivery · tracking link built from the number · the link goes to the client
When the paper, or the stone, is handed over. The container rule reads the balance on the delivery; the local rule reads the client's terms. A hold that passes its date becomes Expired and alerts; only a user with the permission releases early.
Container Documents
Balance Counts When
Local Delivery
Pickup
Early Release By
Documents Held Reads Documents Held on the delivery and the client page · ORD-2026-0031 today
A Client's Record May Override the Container RuleOpen account for a long-standing distributor
Releasing the Documents Emails the Buyer and Tells a Linked Tenant's ArrivalsCaribbean Surfaces saw SHP-0036-1 on Sep 30
The Buyer Pays the Held Balance from Their Client Order PageWire instructions and the exact reference shown
Deliveries Waiting on Money or Documents Queue for the Rep1 waiting · $286,742 due against documents
Document Templates
Which template a document type prints with, by client type and location, and which price it shows. The templates themselves are edited in PDF Templates Manager; the designer arrangement decides which version the homeowner, the designer and the trade client each receive.
Supplier → DistributorProforma Invoice · Commercial Invoice · Packing List v3 · Container Load Plan · Shipping Instructions · Bill of Lading Details · Certificate of Origin · Statement
When each yard hands stone over, how many collections a slot holds, and what the counter must see before it releases. ORD-2026-0041 is booked Mon Oct 5 at 10:00 with release code 4471.
Location
Days & Hours
Slot Length
Per Slot
Lead Time · Cut-off
Booking Horizon
Blackout Dates
Miami YardWill-call and counter · J. Pérez
Mon–Fri 8:00–16:00Sat 9:00–12:00
Next day · 15:00
14 days
Nov 26–27 · Dec 25
Orlando WarehouseBundles and pavers · R. Okafor
Mon–Fri 9:00–15:00No Saturday
Next day · 14:00
14 days
Nov 26–27 · Dec 25
A Pickup Must Book a SlotOff · slots offered, walk-ins allowed at the counter
The Client Books or Changes the Slot from Their Client Order PageChange log keeps who altered slots and limits
Release Code or QR from the Ready Notification
Photo ID Checked at the Counter
Signature on the Pickup Release
Only People Named on the Client's Collector List May CollectA designer collecting for a homeowner is named on that order
Partial Collection AllowedORD-2026-0040: 2 of 9 collected Sep 30
The Counter May Take the Balance at Pickup
A Bulk Status Change Skips the Checks Only with the PermissionManager and above
Ready for Pickup Longer Thandays → Expired · slabs still held
Proof of Delivery
What the driver or the counter must capture before a delivery or hand-over is complete. The capture happens in the Deliveries driver app; the result lands on the delivery, prints as the signed Delivery Note and shows to the client on their tracking page.
Signature Required on CompletionOne signature may cover several orders at a stop
Photos of the Slabs at the Door, at Leastphotos · SHP-0045-1 has 3
Time and GPS Position on Every CaptureThe dispute evidence for a damage claim
Driver Notes RequiredOptional by default
A Failed or Rejected Delivery Needs a Reason and a PhotoReschedule from the delivery
A Third-Party Carrier's Scans Advance the DeliveryOtherwise moved by hand in Orders
Claims & Returns
How long a client has, what comes back, and what it costs. CLM-2026-0007 was raised within the window with 6 photos; RTN-2026-0012 returned 3 unopened boxes at the 15% fee.
Arrival Claims Withindays of arrival · photos required
Local Returns Withindays · uncut slabs and unopened boxes
Restocking Fee% of the price paid · netted against the refund
Fee Waived When the Reason Is OursWrong Material · Damaged on Delivery · Short-Shipped
A Return Cannot Be Resolved Until the Inspection Is RecordedGrade, notes and photos at receiving
Remind the Client When No Goods Are Back Afterdays · Expired after 14 · nothing released
A Delivery Claim May Be Passed Up to Our Own SupplierCLM-2026-0008 linked to its purchase order
Reserve the Replacement Slabs While the Claim Is OpenOn the next container or truck
Accept Unopened-Box Returns Under a Value Without Reviewoff today
A Client or an Order May Be Blocked from Opening ReturnsLifted by Override Claim Policy · nobody blocked today
The Client Is Told at Each Claim StepReceived · Accepted or Declined · Settled
Reason CodesBroken in Transit · Off-Shade / Not as Sample · Short-Shipped · Wrong Material · Damaged on Delivery · Changed Mind (Unopened) · Over-Ordered · Add
Final SaleCut, sealed or installed slabs · opened tile boxes · cut-to-size pieces · special orders · clearance lots · natural colour and veining within the agreed range
How a designer's order is billed. The default here applies to a new designer; each designer's record sets its own, and the order can change it before the invoice is issued. Lakeside Design is on A, Meridian Design Studio on B for the Henderson house.
A Designer May Select and Hold Slabs for the Homeowner Who PaysMeridian held 6 Calacatta Viola for Henderson
The Arrangement May Change per Order Before the Invoice Is IssuedRep and above
The Designer Receives a Copy of the Homeowner's Documents
The Designer Is an Authorised Collector on the Homeowner's OrderPickup Release names them
Expiry
What happens when a deadline passes. ORD-2026-0044 passed its approval window on Sep 28: it reads Expired, its 5 Silver Travertine are still held, and D. Torres and the managers were told. Somebody extends, releases or cancels it; the system never does.
Expired Sets the Status and Alerts the Rep and the Managers Always on. An expired hold, order or return keeps its slabs, its pending credit and its documents until a user acts, because freeing stone by the clock sells the same slab twice.
Client Approval Due Withindays of the link
Deposit Due Withindays of confirmation
Balance Unpaid After Arrived Fordays · documents stay held
Flag an Order Stuck Afterdays in one status
Remind the Rep Before a Hold Expireshours before
Expired and Stuck Orders Join the Exception QueueLate or at Risk on the Orders page · 3 today
Edit Locks
When an order stops accepting changes without a new approval, and when a closed order is sealed.
Lines Lock Once a Delivery Reaches
Editing an Approved Order Re-Sends the Approval LinkPrice or quantity changes only
Lock a Closed Order Afterdays · Owner may unlock
An Issued Invoice Is Never Edited, Only CreditedCredit note and reissue
Notifications
Who is told at each event. The client's message is a template under the tenant's own name with the order number as its subject; staff are told in-app and by email. The wording lives in PDF Templates Manager; the recipients live here.
A Client's Record May Switch Any Event OffSpecial-arrangement accounts skip reminders
Reminders Pause While a Payment Is in ProgressA pending ACH or a reported wire
Hold a Carrier Notification Until the First ScanThird-party trucks only
Offer WhatsApp as a Client ChannelOff · email and SMS today
Custom Fields
Your own fields on the order and its lines. Each is searchable, a register column if you want it, and printable on documents. Harbor Point Builders' orders carry PO HPB-7731 and the job "Brickell Tower L12" this way.
Field
Type
On
Required For
Default
Prints On
PO NumberCopies from the client's PO when one is set
Which roles may do what. Roles are defined under Users & Roles; every action here is logged with who did it. Counter staff at one yard can take the pickup balance on an order sold by another if the role allows it.
Confirm Without Deposit
Release Credit Hold
Release Documents Early
Extend or Cancel Expired
Record Payment · Confirm Wire
Refund · Void · Write Off
Charge a Stored Card
Issue · Void Invoice
See Margins · Designer Price
Change Terms · Numbering
Edit Templates
Publish · Restore Templates
Raise a Claim
Approve · Decline a Claim
Override Claim Policy
Inspect · Restock
Bulk Status Change
Other Location's Orders
How This Page Works
A quick walkthrough of the Orders settings
Disconnect QuickBooks Online?
Connected by M. Alvarez · last sync Oct 3, 07:10
Invoices already created in QuickBooks keep their numbers and stay there; their status stops coming back to Vava. Until you choose another invoicing source, no new invoice can be issued.