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Payment Terms Customer

 

In the Payment Terms tab, you can schedule when invoices will be created and create the default payment requirements you want your customer to follow.

 

Accountancy Contact

The individual designated by the customer to be contacted/notified for matters related to payment.

    • Click on the drop-down list and select a contact.
    • To create a new contact, click Create. A new window appears. For a description of the page, click here: Contacts Management - Customer.
Additional Accountancy Contact

Other individuals designated by the customer to be contacted/notified for matters related to payment.

Click the drop-down list and select a contact. Once selected, the contact person appears above the drop-down list:

    • To remove a selected contact person, click .
    • To add all the available contact persons from the drop-down list, click Add all.
    • To remove all the selected contact persons, click Remove all.
VAT Rate

The consumption tax rate to be applied to the customer's charges.

Click on the drop-down list and select a VAT rate.

 To modify, delete or create a VAT rate, go to System > Configuration > System Values > VAT Rates.

Warn PM that Customer is Permanent Non-Payer

A warning to the project manager that the customer frequently does not pay for his/her projects.

The warning appears whenever a project manager attempts to begin a new job for this customer. Below is an image of the warning in a project creation for a marked customer:

    • To mark a customer as a non-payer, select the tickbox.
    • To remove the label from a customer, deselect the tickbox.
Invoices Dates
Invoices Dates Customber

In the Invoices Data section, you can determine if you want to include pro forma invoices when invoicing and configure when invoices will be sent.  

Use System Terms

The default terms you created in Advanced Configuration.

    • To use the system terms for this customer, select the tickbox. The fields in the Invoices Data section now are now locked cannot be modified.
    • To create unique invoicing dates for the customer deselect the tickbox. The fields in the Invoices Data section are now unlocked and can be modified.

 To create or modify the system terms for customers, go to System > Configuration > General Configuration > Advanced Configuration > Customer > Payment Terms.

Estimated Wire Transfer Time [days]

The approximate amount of time needed after the expected pay date for the customer's payment to appear in your company's account. The number of days is also taken into consideration in cash flow calculations.

Enter a value into the field.

Use Pro Forma Invoice

An invoicing procedure which includes pro forma invoices.

    • To include pro forma invoice, select the tickbox. The Expected Pro Forma Invoicing Date and Actual Pro Forma Invoicing Date fields are now unlocked and can be modified.
    • To not include pro forma invoices, deselect the tickbox. The Expected Pro Forma Invoicing Date and Actual Pro Forma Invoicing Date fields are now locked and cannot be modified.
 

The following columns and options used to determine when an invoice is sent are discussed in the table below:

reference date

The date all invoicing activities are determined from. The dates are: 

  • "Activity deadline date" - the invoice is created the specified number of days and/or months after the last possible date permitted for the activity's completion.

  • "Pro forma invoice date" - the invoice is created the specified number of days and/or months after the creation of the pro forma invoice.
  • "Current date" - the invoice is created the specified number of days and/or months after the date you presently modified the section.
  • "Earliest expected invoicing date" - the invoice is created the specified number of days and/or months after the earliest possible date permitted for invoicing agreed upon by you and your customer.
  • "Latest expected invoicing date" - the invoice is created the specified number of days and/or months after the last possible date permitted for invoicing agreed upon by you and your customer.

 

  • "Activity deadline date" is only available for Expected Pro Forma Invoicing Date.
  • "Pro forma invoice date" is only available for Expected Final Invoicing Date.
  • "Current date", "earliest expected invoicing date" and "latest expected invoicing date" are only available for Actual Pro Forma Invoicing Date and Actual Final Invoicing Date.

 

end of month

The invoice is created at the end of the month of the reference date. For example, if an activity is completed on May 10th and you have selected end of month, the invoice is created on May 31st.  

To have the invoice created at the end of the month, select the tickbox.

+ "m" months

The specified number of months after the reference date. For example, if an activity is completed on February 15 th and you have selected 2 months, the invoice is created on April 15th.  

To set the number of months, click the drop-down list and select the number.

+ "n" days

The specified number of days after the reference date. For example, if an activity is completed on February 15th and you have selected 5 days, the invoice is created on February 20th

To set the number of days, click the drop-down list and select the number.

Expected Pro Forma Invoicing Date

The scheduling method for determining when the pro forma invoices for the customer's finished tasks will likely be created.  

To set the date, first select the reference date. Then decide if you want the invoice created at the end of the month and if applicable, specify the number of months and/or days after the reference date to determine when the invoice will be created.

Expected Final Invoicing Date

The scheduling method for determining when the final invoices for the customer's finished tasks will likely be created.  

To set the date, first select the reference date. Then decide if you want the invoice created at the end of the month and if applicable, specify the number of months and/or days after the reference date to determine when the invoice will be created.

Actual Pro Forma Invoicing Date

The scheduling method for determining when the pro forma invoices for the customer's finished tasks will actually be created.  

To set the date, first select the reference date. Then decide if you want the invoice created at the end of the month and if applicable, specify the number of months and/or days after the reference date to determine when the invoice will be created.

Actual Final Invoicing Date

The scheduling method for determining when the final invoices for the customer's finished tasks will actually be created.  

To set the date, first select the reference date. Then decide if you want the invoice created at the end of the month and if applicable, specify the number of months and/or days after the reference date to determine when the invoice will be created.

Task Deadline Example

A test of the information provided in the Invoices Dates section to determine if the dates are correct. Either manually enter an example activity deadline date in the appropriate date format set in System Configuration into the field or click calendar and select from the calendar.  

To see the example dates, click Show Expected Invoicing Dates. A new window which has the example dates appears.

Payment Terms

In the Payment Terms section, you can set the default payment requirements to be followed by this customer.

You cannot modify global payment terms in this tab. To modify a global payment terms item, go to System > Configuration > Advanced Configuration > Customer > Payment Terms.

Default Payment Requirements

The payment requirements automatically suggested by the system whenever you create an invoice for this customer. For example, the customer is to pay the invoice in installments instead of a single, full payment.  

    • To set the default, click on the drop-down list and select the payment terms item.
    • To modify a customer specific payment terms item, click on the drop-down list, select the item and click . A new window appears. For a description of the window, click here: Edit - Customer Payment Terms.
    • To create a new payment terms item, click . A new window appears. For a description of the window, click here: Create - Customer Payment Terms .
Payment Requirements Details

An overview of the details in the selected payment terms item.

Default Payment Requirements for Empty Invoices

The payment requirements automatically suggested by the system whenever you create a non-project-related invoice for this customer. For example, the customer is to pay the invoice in installments instead of a single, full payment.  

To set the default, click on the drop-down list and select the payment terms item.

You cannot create or modify customer-specific payment terms from this field.

Payment Terms DetailsAn overview of the details in the selected payment terms item for empty invoices.
EditClick to modify the tab.
SaveClick to apply any modifications.
CancelClick to terminate the modification process.
Create Quote

Click to create an estimate for a project of this customer.

When you click on this, you are taken to a new page. For a description of the page, click here: Quote Create.

Create Project

click to create a project for this customer.

When you click on this, you are taken to a new page. For a description of the page, click here: Project Create