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This subtab of Client tab located in the Advanced Configuration is used to set the default payment terms for your newly created customers.
Default VAT RateHere you can set the VAT rate that will be assigned to all your new providers. Use the drop-down menu to select one of available rates.
VAT Calculation RuleIn this field you can select whether each item on the invoice should have a separate VAT rate (useful if there are different VAT rates for different jobs) or the VAT rate should be applied to the total amount only (useful if all the jobs performed have the same VAT rate). Use the radio buttons to select the option you prefer.
Estimated Wire Transfer Time [days]Depending on the agreements between banks in different countries, the wire transfer between two accounts can take from few hours to few days. In this field you can set the average number of days that pass while you wait for the money sent by the Customer via Wire Transfer. Type the number in.
Use Pro Forma Invoice

Here you can decide if the system should calculate the dates on Pro Forma invoices. Use the checkbox according to your preferences.

If your company does not normally use Pro Forma invoices, you do not need to turn this function on. Even when there was a need for you to create a Pro Forma invoice, you could provide the dates on it manually. 

If you do not use Pro Forma Invoices, the fields Expected Pro Forma Invoicing Date and Actual Pro Forma Invoicing Date are inactive.

 

The Expected dates on the Pro Forma and Final Invoices are related to specific deadlines of the project or a single task, while the Actual dates are the dates when the invoice is issued.

The Invoice Date is provided by using four simple criteria:

  • Reference Date - you have some options to select, generally these are the deadlines for specific actions or just specific days;
  • end of month - decide if you wish to wait until the end of month...
  • + 'm' months - ...how many months should you wait...
  • + 'n' days - ...and how many days should you wait.
Expected Pro Forma Invoicing Date

If you use Pro Forma invoices, you can decide the deadline of creating the Pro Forma Invoice for your provider.

Set up the reference date using drop-down menu, tick the box in the appropriate column if you wish the Pro Forma Invoice to be created at the end of month, and use the drop-down menus if you want the Invoice date to be set for some months or days later.

Expected Final Invoicing DateYou can decide here the deadline of creating the Final Invoice for your provider.

Set up the reference date using drop-down menu, tick the box in the appropriate column if you wish the Pro Forma Invoice to be created at the end of month, and use the drop-down menus if you want the invoice date to be set for some months or days later.

Actual Pro Forma Invoicing Date

If you use Pro Forma invoices, you can decide what date will be set on such an invoice while it is created.

Set up the reference date using drop-down menu, tick the box in the appropriate column if you wish the Pro Forma Invoice to be created at the end of month, and use the drop-down menus if you want the invoice date to be set for some months or days later

Actual Final Invoicing Date

You can decide what date will be set on the Final Invoice while it is created.

Set up the reference date using drop-down menu, tick the box in the appropriate column if you wish the Final Invoice to be created at the end of month, and use the drop-down menus if you want the invoice date to be set for some months or days later.

Activity Deadline Example

The field allows you to test your settings. Please provide a test date (click the Calendar symbol to pick it up) and click Show Expected Invoicing Dates to see a pop-up window with the results.

Global Customer Payment Conditions List

On the Global Customer Payment Conditions list you can manage the customer's payment conditions.

 Click here to read the customer payment conditions list management instructions...
 

Click Add New to create new payment condition or the Pencil icon in the appropriate row to edit the existing payment condition - Global Customer Payment Conditions pop-up window will appear.

Click Waste Bin icon in the appropriate row to delete the payment condition.

Update the following fields:
NameProvide the payment condition's name.
ActiveDecide whether the payment condition will be available on the selections list and use the checkbox as appropriate.
Preferred EntityDecide if you want the payment condition to appear on the top of the selection lists, in the Preferred section and use the checkbox as appropriate.
DefaultDecide if you want the payment condition to appear as first on the selection lists and use the checkbox as appropriate.
Charge Definitions

Here you can decide the type of charge, how much money will be paid in it and when the charge will be made.

Click Add to create new charge or the Pencil icon in the appropriate row to edit the existing charge and open Charge Definition pop-up window. Click Waste Bin icon in the appropriate row to delete the charge.

 Click here to see the Charge Definition pop-up window information...
Charge Definition pop-up window allows you to set the details of the charge that will be paid.
Charge typeIn this field you define why the charge is paid. Using the drop-down menu you can select between Extra money and Prepayment.
Percent of Invoice TotalHere you can decide how many percent of the invoice's value will be paid in this charge. Type the number in.
Reference DateHere you can decide to what day the payment will be referring to. Use the drop-down menu to select the appropriate date.
End of MonthHere you can decide if the charge should be made at the end of month when the invoice is created. Use the checkbox as appropriate.
MonthsHere you can decide if the charge is going to be paid any number of months after the invoice was created. Select the number of months from the drop-down menu.
DaysHere you can decide if the charge is going to be paid any number of days after the invoice was created. Select the number of days from the drop-down menu.

The Regular Charge (100% of Invoice paid on the final invoice date) is always added to new charge definition by default.

Localised Description Expression

Each payment condition needs to be clearly described on the invoice. If your company provides invoices in multiple languages, it is recommended to create the description of the conditions in all necessary languages. To do this, you need to use Description Expression Editor.

Click Add to create new description expression or the Pencil icon in the appropriate row to edit the existing description expression and open Description Expression Editor. Click Waste Bin icon in the appropriate row to delete the description expression.

 Click here to see Description Expression Editor information...
Description Expression Editor pop-up window appears when you need to create a description for Global Payment Condition for customers or providers. It allows you to describe the circumstances when the Payment Condition should be applied in any of the languages used in XTRF™.
LanguageSelect the language of your description using drop-down menu.
Description ExpressionIn this field you enter the text of the description, using your own words and the variables listed in the Available Tags field.
Available Tags

Here are listed the variables that may be used in your expression. The empty field above the list is a search engine - if you begin to type the variable you are looking for, the list will be limited to the variables that contain the characters you have just typed in.

There are different sets of variables for Customer and Provider and only the appropriate for the particular Payment Condition are shown.

The items available on the list and their number depend on the type of the expression. While creating the expression, please use only the available variables, do not try to create your own ones and do not copy them from any other part of the system - they will not work and in some cases they may cause a system failure.

Use the View Editor pop-up window to choose what information is displayed in the Global Customer Payment Conditions list. 

 

View Editor Pop-up Window

View Editor pop-up window

View Editor Pop-up Window

In the View Editor pop-up window you can configure what is displayed in the page you are currently viewing. You can add a new view or edit existing one. You can provide the name for your new view to easily associate the view with the content which it displays. In the Columns tab you can specify what information is displayed on the page you are viewing, the Filter tab allows for configuration of available filtering options which can be used to browse the entities in the table and in the Permissions tab you can specify whether or not other groups of users can used the view prepared by you.

 
 

Name field

Name field

You can provide the name of the view in this field.

The name does need to be unique, however, a different name of each view would help you avoid confusion in the further entity management in the Home Portal.

 
 
 

Columns tab

In the Columns tab you can select what information is displayed in the table on the page you are viewing. You can also specify in what order are the columns displayed and how many items is displayed on one page of the table.

Column Selection Tree section

In this section you can decide what information is displayed in each column of the view which is being created. You can expand the selection tree and find the information you are looking for:

  • You can expand single branches,
  • You can click the Expand All button If you want to expand all the branches at one time,
  • You can click the Collapse All button to collapse all the branches at one time .

Select the check box next to the branch name to get the information displayed in the columns of your view.

Column Order section

In this section you can decide in what order the columns selected in the Column Selection Tree are displayed. To do so, you can c lick the name of the column and press one of the following buttons:

  • Move Up button to move the column up the selection,
  • Move Down button to move the column down the selection,
  • Remove button to remove completely the column from the View.
Sort by drop-down menuTo decide how the data in each column is going to be sorted, select the preferred option from the drop-down menu.  
Ascending Sort checkboxBy default, the data are displayed in descending sort. You can select the checkbox, if you want the data to be displayed in the ascending sort.
Number of Items drop-down menuYou can decide how many entities you want to get displayed on one page of the list. Select the number of items from the drop-down menu.
Save buttonTo finish creating a new view, click the button to save your changes.
Cancel buttonClick this button to discard any changes and close the View Editor pop-up window.
Restore Defaults buttonIf at any point you decide that you are not satisfied with the changes you made, click the Restore to Defaults button to return to the standard settings of this view.
 
 

Filter tab

In the Filter tab of the View Editor pop-up window you can configure filtering options. You can add new filters or remove unnecessary ones. You can also set up the details of the particular filtering options.

Filter Expanded checkboxSelect this checkbox, if you want the Search Filter panel to be always expanded whenever you get displayed your newly defined view.
Reset Filter when Selecting This View checkbox

If this checkbox is selected, every time you switch to this view, the search criteria are set to the defined search settings. In other words, If there is a default value set on any criterion, the cleared criterion will not become empty, but will return to the default value.

Group fieldYou can provide the name for the filter group.
Choose Filter from the List drop-down menu

To customize your search mechanism, you can add fields to the filter settings. Select one of the available search queries from the Choose filter from the list... drop-down menu to receive the list of available criteria.

If you know what you are looking for, you may provide the search query in the search field - the system suggests the available criteria while you start typing.

icon

  The search criteria have their own configurable properties. Click the icon to expand the list of the properties and configure them according to your preferences.

  • Once you have configured the criterion, click to hide the configuration. 
  • If you want to move the specific criterion, click the arrow icons to move it up or down. You can move the criterion not only inside the particular group, but also to another group, which is higher or lower on the list. 
  • If you do not need to search using the specific criterion, click the icon on its right hand side. The deleted criterion returns to the list and can be added back, if necessary.

 

Click to Read about Search Criteria Properties

Type drop-down menu


You need to specify the type of search criterion selecting one of the following options:

Text field optionYou can search for the specific text in the specific area.
Suggestion optionYou can search for the specific entity and its name will be suggested while typing it in.
Date optionAllows you to search for information updated in the specific time.
Combobox optionA drop-down menu that allows you to specify one term of search.
Listbox / Large listbox optionAllows you to specify multiple terms of search at the same time.
Value with currency optionAllows you to search for the amounts of money.
Percentage optionAllows you to search for the percentage values.

Restriction Type drop-down menu

 

The Restriction Type drop-down menu is only available if you have selected the Text field option from the Type drop-down menu.

By selecting the option you are interested in, you decide how the system will compare the data in your database with the text provided in the Text field.

Case-insensitive Match optionThe filter will search for provided text and will not be case-sensitive.
Equals option

You will need to provide the exact name of the searched item.

Please mind that this option is case-sensitive.

Starts With option

When you provide a few letters of the word, the system will search for all items which names begin with these letters.

Please mind that this option is case-insensitive.

Ends With otpion

When you provide a few letters of the word, the system will search for all items which names end with these letters.

Please mind that this option is case-insensitive.

Wildcard option

You can search for incomplete words using:

  • The asterisk, *, to indicate some missing characters.
  • The question mark, ?, to indicate one missing character.

Please mind that this option is case-sensitive.

Diacritical Marks in Search Field

There are no limitations of diacritical marks usage in your search - XTRF Platform recognises them all and displays the appropriate search results. However, if you experience any problems with the words containing diacritical marks, it is recommended to use the Wildcard mode and replace the marks with asterisks or question marks.

Settings section

You can set the properties of the selected criterion as follows:

Include Not Active checkboxInactive items, such as unused languages, appear in the selection list.
Default checkboxSelecting this checkbox enables you to edit the Default Value section which enables you to set up additional properties of the criterion.

Default Value section

 

This section is activated only if Default option was selected in Settings section.

Depending on the type of selected search criterion, you can set:

  • Value: You can set a specific value that will be displayed and used in this criterion by default, unless it is changed for the purpose of specific search.
  • Mode: If you are searching using one of the list boxes, when the is any of option is set, the filter will search for all items that match at least one of the selected values. If the is none of option is set, the filter will search for the items that are different than the selected values.
  • If you are searching for the value with currency or percentage, you can decide if you are looking for the exact match, something that is greater or equal than the amount set, lower or equal than the amount set, greater than the amount set or lower than the amount set.
  • If you are searching for date, you can search between the specific days or in a specific time span. You can also set your own advanced mode.
  • You can lock the value by selecting the Fixed checkbox. The locked value cannot be changed outside the View Editor.

Create Group button

You can arrange and sort the search criteria in the filter. When you click the Create Group button, a new group field appears in the search criteria list. Provide the name of the search criteria group in the Group field.

If you have more than one group in the Filter tab, you can click:

  • The arrow icons on the left hand side of selected group to move it up or down.
  • The icon on the left hand side if you wish to remove a group.

    You need at least one group created to add new search criterion to your filter.

Expand All buttonIf you prefer to see all the criteria expanded click the Expand All button.
Collapse All buttonTo hide configurations of all criteria click the Collapse All button.
Save buttonTo finish creating a new view, click the button to save your changes.
Cancel buttonClick this button to discard any changes and close the View Editor pop-up window.
Restore Defaults buttonIf at any point you decide that you are not satisfied with the changes you made, you may click the Restore to Defaults button to return to the standard settings o f this view.
 
 

Permissions tab

In the Permissions tab of the View Editor pop-up window you can select groups of users that will be able to use the view you are currently editing.

Shared With section

In this section you can decide which group is going to see and use your view. Select one of the available options:

    • The All Groups checkbox: Select it if you want your view to be available to all groups listed.
    • The Add All button: Click it to move all available groups from Available Items to Selected Items list.
    • The Add button: Select the group name in the Available Items list and then click the button to move the group to the Selected Items list.
    • The Remove button: Select the group name in the Selected Items list and then click the button to move it back to the Available Items list.
    • The Remove All button: If you have already selected group names in the Selected Items list, click the button to move all available groups back to the Available Items list.
Save buttonTo finish creating a new view, click the button to save your changes.
Cancel buttonClick this button to discard any changes and close the View Editor pop-up window.
Restore Defaults buttonAlthough the button Restore Defaults is available, clicking it does not reset the view's permissions. Clicking it results in restoring to defaults all the changes in other tabs.
 

Default Payment Conditions for Empty InvoiceSelect the Payment Condition that will be suggested on empty customer invoice, using the drop-down menu. The available conditions are coming from the Global Provider Payment Conditions list.

Click Save to save your changes or Cancel to resign from them.