ABSS CRM · Settings

Payment Terms

A payment term is a name and a number of days, such as Net 30 with 30 days. You keep the list here, pick a term on each customer, and it fills in on that customer's quotations and sales orders. One term is the default for everyone else.

Who it's for: Anyone who sets up or tidies the payment terms offered to customers
Where to find it: SettingsPayment Terms
What you need: The View permission on Payment Terms, and Create, Edit or Delete for those actions

Payment Terms walkthrough

Coming soon

What you can do here

Keep one list of payment terms, each with a name and a number of days.
Start with the terms ABSS CRM gives you, and add your own.
Choose the default term that fills in on a new quotation or sales order.
Mark a term Inactive to take it out of the dropdowns without deleting it.
Edit or delete a term you added, as long as it is not in use.

Before you start

Where the screen is: Open Settings with the gear icon at the top of the screen. Then choose Payment Terms under Setup & Configurations, either on the All settings page or in the menu on the left. Close takes you back to the Dashboard.
Permissions: You need the View permission on Payment Terms to see it in Settings. Adding needs the Create permission. Editing, setting the default and changing the status need Edit. Deleting needs Delete. Icons you cannot use are greyed out.
The terms you want: Check the terms you already have first. Add one only for terms they do not cover, because every name must be different.

Note: A new company starts with ten terms. Five are system generated and cannot be changed: Due On Receipt, Advance, After Dispatch, Due end of the month and Due end of next month. The other five are yours to change: Net 15, Net 30, Net 45, Net 60 and Net 75. Due On Receipt is the default until you choose another.

Add a payment term

A payment term is a name and a number of days. You add it in a small window, without leaving the list.

Open the Add Payment Term window
Go to Settings → Payment Terms and choose Add Payment Term.
Enter the Name and the Days
Both are required.
Choose Save
The window closes and the new term joins the list as Active. Cancel closes the window without saving.

Name: Required. For example Net 30. It must be different from every other payment term you have.
Days: Required. The number of due days for the term, as a whole number of 0 or more. For example 30.

Set the default term

The default term fills in on a new quotation or sales order, and whenever the customer you pick has no terms of their own.

Find the term in the list
It must be Active.
Choose the Set as Default icon
It is the crown icon in the Action column. The green Default tag moves to this term, and the term that was the default before becomes an ordinary one.

Edit, deactivate or delete a term

The list shows every term, a page at a time. Everything you can do to a term is in the Action column of its row.

Name: The name of the term. The default term has a green Default tag beside its name.
Days: The number of days set on the term.
Status: Active or Inactive.
Action: Four icons on each row: Edit, Set as Default, Mark as Inactive or Mark as Active, and Delete.

Edit: Opens the Edit Payment Term window. Change the Name or the Days, then choose Save.
Mark as Inactive, Mark as Active: CRM asks you to confirm, for example: Are you sure you want to mark "Net 45" as inactive? Choose Yes. An inactive term is no longer offered in the Payment Terms dropdowns.
Delete: CRM asks: Delete this payment term? This cannot be undone. Choose Yes to delete it, or No to keep it.

What you can do depends on the kind of term:

Term	Edit	Set as Default	Change status	Delete
A term you added	Yes	Yes	Yes	Yes
A system generated term	No	Yes	No	No
The default term	Yes, unless it is system generated	Already the default	No	No
An Inactive term	Yes	No	Yes, back to Active	Yes

Warning: A term that is used on a customer, a sales order or an ABSS Books record cannot be deleted. Mark it Inactive instead, so it is no longer offered on new work.

Where payment terms are used

A term does nothing on its own. It is there to be picked on a customer or a document.

Where	What happens
Customers	The Payment Terms field on the customer form. It is optional, and the customer's page shows the term you picked.
Quotations	The Payment Terms field on the quotation form. A new quotation starts with the default term. When you pick a customer, it changes to the customer's own term, or stays on the default if the customer has none. You can change it or clear it.
Sales orders	The Payment Terms field on the sales order form, filled in the same way as on a quotation. The Sales Orders list has a Payment Terms column.

See Customers, Quotations and Sales Orders for the forms themselves.

Rules to know

The rules behind this screen, in one place.

Topic	Rule
System generated terms	Due On Receipt, Advance, After Dispatch, Due end of the month and Due end of next month. They cannot be edited, deleted or marked Inactive. Hover over a greyed-out icon and CRM says it is a system generated payment term. Any of them can still be set as the default.
Starter terms	A new company also gets Net 15, Net 30, Net 45, Net 60 and Net 75. You can change these like any term you added.
One default	Only one term is the default at a time. A new company starts with Due On Receipt. Setting another term as the default moves the Default tag to it.
Default term	Only an Active term can be the default. The default term cannot be marked Inactive or deleted. Make another term the default first.
Unique name	Two terms cannot share a name, whatever the capital letters. CRM shows: A payment term with this name already exists for this company.
Days	A whole number, 0 or more. Days cannot be changed once the term is used on a sales order or on an ABSS Books document. CRM shows: Days cannot be edited because this payment term is already used in existing documents. The name can still be changed.
Deleting	Blocked while the term is used on a customer, a sales order or an ABSS Books record. CRM shows: This payment term cannot be deleted because it is used in existing records.
Inactive terms	Only Active terms are offered in the Payment Terms dropdowns.
Optional everywhere	A customer, a quotation or a sales order can be saved without payment terms.
ABSS Books	If your company also uses ABSS Books, both products work from the same list of payment terms.
View-only mode	While your subscription payment is overdue and CRM is view-only, Add Payment Term and every icon in the Action column are greyed out.