Transactions >> Customers/Suppliers

The Customer/Supplier option in Company Preferences is used to define standard payment terms settings as well as the notes you want to print as standard on customer statements and supplier remittance advice notes together with other default settings.

Payment Terms

The Payment Terms settings enable you to define company-wide, standard payment terms which will apply to all customer and supplier invoices. Payment Terms are split into 3 boxes. The first is where you specify the number of days or months. The second box is a drop-down control for you to select if you want the terms to be based on Days or Months. A common setting is to define payment terms as 1 month net. In this case set the first box to 1 and select Month for the second box. The third box asks you to select From when the payment terms will commence. You have the choice of Invoice Date (the default option) or End of Month. End of Month is useful if payment is due for invoices from, for example, 30 days after the end of the month in which the invoice is raised. The payment terms you define here can be superseded by settings on individual customers and suppliers if required and also for individual transactions.

Almost Due Days

This setting is used to define how many days before an invoice becomes due for payment that you want to highlight it as Almost Due. When viewing customer or supplier transactions through History, Daybooks, Audit Trail reports etc you can see the payment status of each transaction. For unpaid invoices that are not yet due the Status is generally Outstanding and for invoices that are due for payment the Status is Overdue. However if you want to be able to also highlight transactions that are Almost Due for payment you should specify this setting. Many reports give you the option to view a list of only invoices that are almost due based on this setting.

Aged Balance Setting

This setting determines whether you want to calculate your customer and supplier balances to age from the Transaction Date or from the Due Date. Selecting to Age From Transaction Date will always cause your balances to age (30 days, 60 days etc) from the date that invoices were raised regardless of the payment terms you have set using the settings above. By selecting to Age From Due Date, the balance of invoices will not age until they become due and then will age based on the due date rather than from a set number of days since the invoice was raised. Selecting to Age From Due Date is particularly useful if your payment terms are based from End of Month and/or based on Month(s) rather than Days. In these cases selecting to calculate your aged balances from the due date will ensure that invoices do not drop into the 30 days column on your aged balances until the invoices become due. If you are using the default payment terms of 30 Days from Invoice Date then both settings will have the same result. The default for this setting is to Age From Transaction Date.

Customer On Stop Settings

This setting enables you to define what you want to happen when a user selects to create a new invoice or sales order transaction for a customer who has been placed On Stop. The options available are to Display Warning Message Only, Prevent New Transactions Except For System Admins and Prevent New Transactions For All Users. The first option will simply display a warning message that the customer is On Stop and ask if you want to proceed. The second option will display the same warning message for users who have System Setup access rights but will prevent all other users from creating a new transaction. The third will prevent all users from creating a new transaction for customers who are On Stop regardless of their access rights. For more information on placing customer On Stop see the Customer Details section.

Customer Statement Notes

Enter the notes you want to have included as standard on customer statements that you print or email. The notes entered here can be optionally excluded from Statement documents using the Document Designer.

Supplier Remittance Advice Notes

Enter the notes you want to have include as standard on supplier remittance advice note to print or email. As with Statement Notes. these notes can be excluded from remittance advice documents using the Document Designer if required.

Customer Transaction Details

You can specify default entries to be recorded as the details on customer payment and refund transactions. You can change the details on individual transactions that you enter but the information you enter for these settings will always be used as the defaults.

Supplier Transaction Details

You can specify default entries to be recorded as the details on supplier payment and refund transactions. You can change the details on individual transactions that you enter but the information you enter for these settings will always be used as the defaults.