Payment terms describe the credit arrangements you have with your vendors. Payment terms can be used to determine the due date and discount dates on invoices.
If a vendor consistently offers the same terms on your invoices, you can enter default payment terms on the vendor record. That way, all invoices for the vendor will default to the same payment terms. Of course, you can override them when necessary. Payment terms can also be selected when you input an invoice or you can define payment terms directly on an invoice.
Create payment terms- In the Navigation pane, highlight the Accounts Payable > Setup > Terms folder.
- Click
. The New Terms window opens.
- Enter a unique Name for the payment terms.
- Enter a Description for the payment terms.
- In the Days field, enter the number of days from the reference date (end of month or invoice date) until payment is due.
- From the Reference drop-down list, select which reference date the Days field is based on. Your options are:
- End of Month
- Invoice Date
- By default, ActivityHD uses the last day of the calendar month as the basis for calculating the due date and discount dates for the "End of Month" method. Some vendors, however, may base their payment terms on an earlier cutoff date. If this is the case, enter the day of the month to base the end of month on for these payment terms in the End of Month Day field.
- In the Discount Dates table, enter the discount terms associated with the payment terms. If there are no discount terms, leave this area blank.
Enter as many discount lines as you need. Percentages should decrease from top to bottom.- Days - Enter the number of days from the reference date to allow for payment to be made in order to claim a discount.
- Reference - From the drop-down list, select the reference date that the value in the Days field is based on. Your options are:
- End of Month
- Invoice Date
- Percentage - Enter the discount percentage available if payment is made by the corresponding discount date.
- Save the new payment terms.
A payment terms record cannot be deleted if it is used on an invoice or on a recurring invoice.
To delete payment terms, highlight the payment terms record in the HD view and click 
, or open the payment terms record and select 
> Edit > Delete. In either case, ActivityHD prompts you to confirm your action. Click Delete to delete the payment terms.
Purpose
The Terms Listing provides a list of the payment terms defined in Accounts Payable.
Content
For each payment terms included on the report, the listing shows:
- description
- number of days from the reference date that payment is due
- payment reference date
- day of the month the vendor uses as basis for end-of-month.
In addition, you can include one or more of the following:
-
- timestamps
- memos
- custom fields.
The following total appears on the report:
- record count.
Print the report
- In the Navigation pane, highlight the Accounts Payable > Setup > Terms folder.
- Start the report set-up wizard.
- To report on all or a filtered subset of payment terms:
- Right-click the Terms folder and select Select and Report > Terms Listing from the shortcut menu.
- On the Selection tab, define any filters to apply to the data.
- To report on specifically selected payment terms:
- In the HD view, select the payment terms to include on the report. You can use Ctrl and/or Shift selection to select multiple records.
- Click
.
- To report on a particular payment terms from the Terms window:
- In the HD view, locate and double-click the terms to report on. The Terms window opens with the payment terms loaded.
- Click .
- To report on all or a filtered subset of payment terms:
- Select the Options tab.
- Mark the checkbox(es) for the additional information to include:
- Detail
- Report Options. To include a section at the end of the report with the report settings used to produce the report, leave the checkbox marked. To produce the report without this information, clear the checkbox.
- Timestamps
- Memos
- Custom Fields (only visible if custom fields are set up)
- Select the Output tab.
- In the Design field, look up and select the report design to use.
- In the toolbar, click the icon for the type of output you want:
- Provides access to two preview options.- Preview - Click the icon or click the drop-down arrow and select Preview from the drop-down menu to view the report in the Crystal Reports viewer.
- Preview to PDF - Click the drop-down arrow next to the icon and select Preview to PDF to view the report in the PDF reader.
- Opens the Print dialog so that you can select and configure a printer and then print a paper copy of the report.
- Opens the Report Email dialog so that you can address and compose an email that the report will be attached to. For best results, ensure your email client is running before you attempt to send a report via email.
- Opens the Export Report dialog so that you can save the report to a file. File types include Crystal Reports (.rpt), PDF (.pdf), Microsoft Excel (.xls), Microsoft Word (.doc), rich text (.rtf), and XML (.xml).
Data extensions
The following data extensions are available for the report:
- Terms
- Terms discount
Terms Record ID
Terms tab
- End of Month
- Invoice Date
ActivityHD uses the Days and Reference fields to determine the payment due date for invoices with these payment terms.
The discount terms to apply on these payment terms. If there are multiple discount levels, enter them in order from largest to smallest discount.
Tip
Line numbers in the Discount Dates table are editable. You can change the line numbers in order to reorder the rows in the table.
- End of Month
- Invoice Date
Custom tab
This tab is visible if custom fields exist for the entity. At a minimum, if there are custom fields, a Fields subtab will be present. One or more additional categories of subtabs may also be visible.
Fields subtab
This tab prompts for values for any custom fields set up for entity records of this entity type. Respond to the prompts as appropriate.
References subtab
This tab is visible if other records reference the current record.
Example
Suppose a custom field exists on PRCodes that references an ARCode. On the ARCode record, on the Custom > References subtab, you can view all the PRCodes which reference that ARCode.
Exchange Folder subtab
This tab is visible only if you set up a custom field with a data type of "Exchange Folder". The label on this tab is the name assigned to the custom field.
This tab shows the contents of the specified Exchange folder.
File subtab
This tab is visible only if you set up a custom field with a data type of "File". The label on the tab is the name assigned to the custom field.
This tab renders the contents of the specified file according to its file type.
Internet Address subtab
This tab is visible only if you set up a custom field with a data type of "Internet Address". The label on this tab is the name assigned to the custom field.
This tab shows the contents of the specified web page.
Network Folder subtab
This tab is visible only if you set up a custom field with a data type of "Network Folder". The label on this tab is the name assigned to the custom field.
This tab shows the contents of the specified network folder.
Attachments tab
The Attachments tab is visible if any record for a given entity has an attachment. If the Attachments tab is not visible, this implies that no record of the entity type has an attachment on it; however, once an attachment is added to any record of the entity type, the Attachments tab will become available.
Other tab
Payment terms security
Common accesses available on payment terms
| Access | A user with this access can... |
|---|---|
| Change | Use the mass change action on payment terms. |
| Custom Fields | Create and edit custom fields for payment terms. |
| Data | Have read-only access to payment terms from anywhere in the software (e.g., field validations, filters, date expressions). |
| Delete | Delete payment terms. |
| Edit | Edit payment term records. |
| Export | Export payment term records from ActivityHD. |
| Import | Import payment term records into ActivityHD. |
| New | Create new payment term records. |
| Read | Have read-only access to payment term records. |
| Report | Run reports with payment term information. |
| Report Designs | Create and edit report designs with payment term information. This access enables the Report Designs button on the Output tab of report dialogs. |
| Shared Answers | Create and edit action profiles and report profiles related to payment terms. |
| Shared Filters | Create and edit shared filters on payment terms. |
| Visible | View the Terms folder in the Navigation pane. |
Report Email dialog
- Windows user default account. Sends email using the user's Windows default email account. For most users, this is the account configured in Outlook or another email client application.
- Server personal. Sends email using the email configuration for the system or company server and the email address on the current user's authorized user record. The authorized user record must have a confirmed email address.
- Server generic. Sends email using the email configuration and "from" address for the system or company server. This option requires "Send generic" access to the Server Email resource.
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