Next Generation - Populate the terms tab for a customer record

Any trading terms granted to your customers, like discounts, minimum order value, credit limit should be recorded on the Terms tab of your customer record. You can create new terms templates and assign any of these to your customer.

When a new Financials database is created, a default Template is automatically created called STANDARD. You can amend the discounts, credit limit or any other information held on the Terms screen on the STANDARD terms template or alternatively you can create new Templates. For more information, please refer to our Term templates article.

Note: If you do not have security profile permission to edit customer records or to see the Terms tab, you will not be able to perform the steps below.

Populate the terms tab for a new customer

Click Debtors then click Customers.
Note: All customers are displayed.
Click + New Record at the top right hand-side of the Customer Records screen.
On the New Customer Record screen click on the Terms tab
Enter your agreed terms or select a Terms Template from the Terms field drop-down by clicking the drop-down arrow at the end of the Terms Template field.
Note: The Terms tab is made up of five different sections:
- Terms
- Discount
- Delivery Charge
- Credit
- Anticipated Dates

Populate the Terms tab for an existing customer

Click Debtors then click Customers.
Note: All customers are displayed. You can narrow down your search by using the advanced filters. You can also search on the columns directly by pointing the mouse to the name of the column and click on the icon and choose from the available filter list, then click OK.
In the Code or Name column, click the hyperlink, or underlined text.
Note: The Action Panel automatically opens from the right-hand-side of the screen. You can close the panel by clicking on the arrow icon on the right-hand side middle of the screen.
Click on the Edit button at the bottom of the screen to set the record into edit mode, then click the Terms tab which opens containing five different sections:
- Terms
- Discount
- Delivery Charge
- Credit
- Anticipated Dates

Note: If you can see the Close button instead of the Edit button, it means that you don't have access to edit customer records.

Each section is explained below

Section	Description
Terms	The Terms Template Code field is prepopulated with the term template set as the default in your database. Can be changed by selecting the relevant item from the drop-down list or by selecting the Show More option and searching for the required template. Select the Custom Terms checkbox to update the terms for the customer to enable the disabled fields. Any changes made while the Custom Terms checkbox is selected, is only valid for this customer and won't be saved against the template.
Discount	Pulled through from the selected template. Can be changed when Custom Terms checkbox is selected. Settlement Discount 1 must have a higher percentage and lower number of days than Settlement Discount 2. For more information on settlement discounts, please refer to our Settlement discount for customers explained article.
Delivery Charge	If an entry is made in either field, Fixed or % of a sales order, the appropriate delivery charges is added to the invoice. You're asked to confirm the addition of the delivery charge as you finish and save the sales order. If an entry is made in both fields, the higher value is used.
Credit Section	If a credit limit is entered, the system warns you if a transaction you're entering exceeds the set limit set on the account. When this warning appears, you have the option to ignore it and to continue taking orders and delivering sales orders at your discretion. When this warning appears, you have the option to ignore it and to continue taking sales invoices at your discretion.
Due and Anticipated Days	Due Days - This is the number of days credit you have offered your customer. The number of days entered are used to calculate the due date on invoices. The method of calculation can be varied by selecting from the Due Days Type drop-down. The minimum value you can enter is one day. Anticipated Days - This is the number of days credit you anticipate the customer takes based on history. Terms - Any message entered in the Terms field is printed on invoices, statements, and chase letters and allows 40 alphanumeric characters to be entered. The length of the message that can be entered depends on the fonts being used and on the stationery layout.

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