Any trading terms granted to your Customers should be recorded on the Terms window. This window can be opened from the Terms function on the Debtors ribbon. To change the details, you should choose to Edit.

If it is your intention to give the same terms to most of your Customers, you can set up a Terms Template before creating Customer records. Any records created after the template will be given the terms from the template automatically. Terms templates do not affect existing Customer records, only those set up after the template.

Prices for stock items are set up in the Stock Control module and referred to as Price Lines. You can enter up to 10 selling prices or buying prices for a product, setting the prices to be fixed, uplifted or discounted by using a price method. Prices can also be defined by the quantity ordered, thus offering price breaks for large orders. See Price Key Menu section, below.

For example: to make a distinction between Wholesale and Retail prices, you could create two price lines, renaming the Price Keys to Wholesale and Retail. Price keys can be renamed from the Price Keys menu option.

Or, to provide an incentive to place larger orders, prices lines can be entered for different quantity ranges.

Your Customers can be allocated a specific price line by selecting the name of the line from the Price Key menu. The selected price key will then be displayed.

If you have not renamed the Price Keys, they will be shown as PRICE KEY 1, PRICE KEY 2, etc.

There is an additional option on the Price Key menu, Quantity Price. If selected, this enables the Customer to benefit from any quantity discounts defined in the stock record rather than confining them to one price line. With Quantity Price selected, when an order is entered, the price line will be determined by the quantity entered on the order.

Other options that affect price keys:

If the Price Line option Override default Price Line has been selected in Sales Orders Options, price line settings from the Terms window may be overridden if a zero price is selected when a stock item is included in an order. In this situation the value from Price Line 1 for that Stock item will be used instead.

If the override option is not selected, zero prices will be allowed in an order line, allowing the sale of a free stock item.

Clicking this icon will connect you to a Credit Checking web site (as selected in your System Control options) to enable you to action credit checks on your Customer. If the Company's Registration number has been recorded on the VAT window, it will be transferred to the credit checking service automatically.

This feature is controlled by Security Profiles, where access to the Credit Checking facility can be enabled or disabled. If disabled, the icon will not be visible on the window for Users with that profile.

According to HMRC rules, VAT on all invoices should be based on the full price. Suppliers must account for VAT on the amount they actually receive, and Customers can recover the amount of VAT that is actually paid. As such, a Credit Note is automatically generated for any Settlement Discount value and allocated to the invoice and payment so that VAT is correctly accounted without the need for manual adjustments. More information with examples is available; see How To… » VAT on Settlement Discounts.

A selection of discounts can be entered for Customers. The system calculates discounts as a percentage; you may overwrite the calculated discount amount on an order with any other cash amount.

Total Discount is deducted from the order total, after any line discount has been deducted.

Line Discount is deducted from the selling or buying price on each detail line on an individual basis.

Settlement Discount is discount allowed for payment of an invoice within the number of days specified.

If a credit limit is entered, the system will warn you if a transaction you are entering will exceed the credit limit set on the account. When this warning appears, you have the option to ignore it and to continue taking orders and delivering orders at your discretion.

Delivery Charge - If an entry is made in either field, Fixed or %of order, the appropriate delivery charges will be added to the invoice. You will be asked to confirm the addition of the delivery charge as you finish and save the order. If an entry is made in both fields, the higher value will be used.

Min. order value - If an entry is made in this field, the system will display a warning message when processing orders that fall below the minimum value you have specified.

Ant. Days - Anticipated days. This is the number of days credit you anticipate the Customer will take (based on past history), and is used for cash flow forecasting; the expected date of payment is calculated and entered automatically by the Credit Control / Cash Flow module.

Terms - Any message entered in the Terms field will be printed on invoices, statements and chase letters. The length of the message that can be entered depends on the fonts being used and on the stationery layout.

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 menu bar. The minimum value you can enter is one day.

You can select:

Take care when setting this, that you do not enter a figure that will give an invalid Date, e.g. 29 Feb.

This menu on the Terms window enables you to select the Price Key that you want to give this Customer. This indicates which set of prices will normally be applied to them.

Quantity Price - this allows the Customer to benefit from any quantity discounts defined in the Stock record, rather than confining the Customer to one fixed price. These Price Keys will have been entered as Price Keys in the Stock Module.

Price Key x - If you have not entered Price Keys in the module, then the Prices will be described as PRICE KEY 1, PRICE KEY 2, etc. These could be used, for example, to make a distinction between Wholesale and Retail Prices

The Price Key that you select (or Quantity Price), will be displayed at the top of the Terms window.

If the Option Override default Price Line in Sales Order Options is set, then if a Customer has a Price Line setting in their Terms, that picks a zero Price when a Stock item is included in an Order, then whatever is in Price Line 1 for that Stock item will be used instead.

If this Option is not set, then you will be able to keep a Price of zero in an Order line, i.e. to sell or buy a free Stock item.