Default credit terms are the terms that are automatically applied to every new customer or supplier created in your software. If the default credit terms do not apply to a particular customer or supplier, individual terms can be set up in their card. These terms can also be modified for individual transactions.
Your software can also automatically adjust your GST liability when discounts are claimed. You can take advantage of this by simply updating your customer and supplier terms.
How are discounts automatically applied?
Discounts are set within the Default Terms of your company file and these terms flow through to all customers and suppliers. Different terms can be set against individual customer and supplier cards, thus overriding the default terms. Different terms can also be specified at the time of recording Invoices and Bills.
Due to this flow of terms, first set up your company file's Default Terms, then the Card Terms and then the transaction terms (for existing Invoices and Bills).
- Go to the Setup menu and choose Linked Accounts.
- To set up customer terms, choose Sales Accounts. To set up supplier terms, choose Purchases Accounts.
- Click Terms. The Credit Terms window is displayed. Depending on your software version some of the fields may vary from those displayed in the example shown below.
- Define the credit terms based on the following field descriptions: Payment is due: this menu allows you to choose from a variety of options:
- COD (as shown)
- In a given number of days
- On a day of the month
- # of days after EOM ( End Of Month)
- Day of month after EOM ( End of Month)
Discount Days/Date: Enter the number of days or the date within which payment must be made for the customer/supplier to be eligible for a discount. If payment is recorded on the Discount Date or earlier, the discount is calculated on the invoice value.
Balance Due Days/Date: Enter the number of days or date within which payment must be made, calculated from the date of sale.
% Discount for Early Payment: If you give a discount for early payment, enter the discount percentage as a whole number and not as a decimal. For example, enter 2% as '2' not '0.02'. The discount is only calculated if the total of the invoice/bill is paid within the discount period.
% Monthly Charge for Late Payment: If you charge for late payment, enter the monthly charge percentage as a whole number and not as a decimal. For example, enter 2% as '2' not '0.02'.
Tax Code: Enter a tax/GST code by clicking on the Search icon and selecting a tax code from the displayed list. This is a mandatory field.
Use Customer's Tax Code:Select this option if you want the customer/supplier's tax code to override an item's tax code in an item sale/purchase, or the allocation account tax code in a non-item sale/purchase to this customer/supplier.
[New Zealand Only] Use Customer's GST Code: Select this option if you want the customer/supplier's GST code to override an item's tax code in an item sale/purchase, or the allocation account tax code in a non-item sale/purchase to this customer/supplier.
Credit Limit: This is a dollar amount that a customer/supplier's outstanding invoices/bills total may reach. You will be alerted if you record a sale/purchase that exceeds that limit.
- Click OK.
- Open the customer or supplier's card.
- Click Selling Details or Buying Details (as applicable). The terms for that card will appear in the lower portion of the window.
- Modify the terms for the customer/supplier. Refer to the field definitions above for details.
- Click OK.
Changing the default terms won't change the terms on your existing customer and supplier cards. The new term settings will only apply to customer or supplier cards that are created after the default terms are changed.
Changing the terms of a customer or supplier's card won't affect the terms of invoices or purchases that have already been recorded. The changes will only apply to sales or purchases that are recorded after the change.
With the invoice or purchase order open, click the arrow next to Terms at the top of the window. This will open the Terms Information window where the terms for this transaction can be changed.
After changing the terms and closing the Terms Information window, click OK to save the changes and close the transaction.
Discounts applied to Invoices or Bills are apportioned over each of the line entries of those transactions. At the same time, the software creates, records, and applies the adjustment note to relevant Invoice or Bill.
The window below shows an Invoice with three line entries, and allows for a 5% Discount if paid before 8/8/2016.
Using this example, we will see how discounts are apportioned to the individual line entries, and how that affects the GST.
Open Receive Payments, select the Card and enter the payment details. The window below shows Receive Payments with a Discount of $5.15 which has been automatically applied.
After clicking Record the below alert will be displayed. Click Print Later or Print Now to finalise the payment and record the credit Note.
Clicking Cancel will close the alert and return you to the Receive Payments window without recording the payment.
The appropriation of the GST can be determined by opening the credit note. To find the credit note, from the Sales command centre, click Reports then highlight the Sales Detail report (under the Customer sub-heading). Click Customise then enter the required report parameters to capture the credit note. Ensure the Status option is set to Closed and the date entered in the Dated From and To fields is the same as the Date used for the Receive Payment.
With the report displayed, move your cursor over the credit note. When the cursor changes to a magnifying glass, click once with your left mouse button to open the credit note.
The window below shows the credit note which was applied to the sample invoice.
- The credit note is displayed as GST/Tax exclusive
- The individual line Amounts represent the 5% discount which has been applied to the respective Invoice Amounts.
- The GST/Tax codes for each line are also replicated. This appropriates the discount to the correct Tax/GST Code.
Manually entering an amount in the Discount field will have the same effect as if it was automatically entered as per the transaction's Terms.