Invoice terms

General Settings for Terms and Conditions

The checkboxes in this section determine how invoices and credit memos are processed based on the payment terms.

Accounting Export

Only invoices and credit memos with payment or credit terms that have this checkbox selected are included in the accounting export. All others do not appear in the accounting export file and therefore cannot be imported into the external accounting software.

Authorize payment

If payments are to be managed directly in c-entron, this checkbox must be selected so that the invoices appear in the payment module and can be processed.

Pay the bill now

This means that invoices with payment terms where this checkbox is selected will be marked as fully paid immediately after being saved. This is used, for example, for cash payments.

Cash on delivery

This checkbox allows you to print specific text on the documents. If this is desired, the reports must be adjusted accordingly.

DTA/SEPA

Invoices that are to be processed via the SEPA Direct Debit scheme require a payment condition with this checkbox selected. This ensures that the document appears in the SEPA export file. If the condition is a standard direct debit, "Direct Debit" must be selected. If it is a corporate direct debit, the "Debit" field must be selected.

ESR Document Type

This dropdown menu appears only if "ESR" has been enabled in the country settings and primarily affects Swiss clients. It allows you to specify, for each payment term, what ESR-related information should be printed on invoices and what should be exported to the accounting software.

🆕 Client bank in document terms (Available starting with version: (2.0.2605.x)

In the Management of Document Terms A new field is now available for you to use to Select a client bank you can (regardless of the branch, using the designations Bank 1–4—similar to the global and customer-specific settings).

launch

If cash invoices are to be generated in c-entron, this section must be set up correctly. To do this, payment terms must be created, specifying whether the invoice is a “cash invoice,” “debit card invoice,” “credit card invoice,” or even an invoice paid by “check.” It is important to note that a separate payment term must be created for each type, and only one term can be created for each type. However, payment terms need only be created and the corresponding checkbox selected if they are actually required. This means that if no customer is permitted to pay by check later on, this term does not need to be created.

Shipping method

These fields are only relevant if you are using external DPD software. Here, you can enter the shipping rate code or the shipping rate variant that is stored in the master data of the DPD software. This allows you to later export delivery notes from c-entron for import into the DPD software.

Short description

This is where you can enter the short description of the respective condition, which is printed on the documents by default.

For example: “Offer subject to change,” “14 days net,” “Free delivery,” etc.

Multilingual terms and conditions text

You can enter the detailed condition text here. If you need to create documents in foreign languages, you can use the "Language/Country" dropdown menu to specify a different condition text for each language.

Variables can also be used, which is particularly useful for cash discount payment terms. The variables @T1, @T2, and @T3 refer to the cash discount periods, which can be maintained here in the “Cash Discount” section. The variables are mapped to a date on the documents. The variables @S1 and @S2 specify the cash discount rates, and @B1, @B2, and @B3 specify the amounts calculated based on the cash discount rates. Additionally, the variable @F can be used for the due date, which can be maintained here in the Due Date section.

Example:

Multilingual payment terms: Payable by @T1 with @S1% cash discount, net: @B1; by @T2 with @S2% cash discount, net: @B2; or by @T3 without any deduction.

Discount period 1: 10 Discount period 2: 20 Discount period 3: 30 Discount rate 1: 3 Discount rate 2: 2

When saving an invoice, for example, the variable @T1 is replaced by the invoice date plus 10 days, the variable @S1 by 3, and the variable @B1 by the invoice amount minus 3% in euros. The same applies to the other variables and their corresponding values.

For SEPA direct debits, the following variables may be used, but only in invoices:

@PI = IBAN of the payer @PBN = Bank of the payer

@PBB = Payer's BIC @PM = Payer's client ID

@RID = Payee ID @RIB = Payee IBAN

NOTE: Please note that all variables listed here can only be used in customer systems.

Carrier's Terms of Delivery

Delivery terms can be assigned to carriers if they have been created in the settings beforehand. This is primarily used for reporting purposes to determine how often goods have been delivered by specific carriers.

Minimum price under the terms of delivery

Here, you can specify that a minimum price for the goods sold should apply to certain delivery terms. For example, “Free Delivery” should only be used for orders with a sales value of €20 or more. A warning will then appear on customer documents if “Free Delivery” is selected as the delivery term but the total amount is below that threshold.

Due date

These fields allow you to use payment terms to control when an invoice becomes due for payment. These settings are also required for c-entron's dunning process to function correctly.

Cash discount

Discount periods and rates

Here, you can maintain discount periods and discount rates, which are used by the variables in the “Multilingual Terms and Conditions Text” to print a detailed payment terms text on the documents. These fields are also important for accounting, as they show when the customer is due to pay and how much.

Attention: Discount rates and periods can only be used for payment terms in customer documents.

Payment type for accounting

The "Payment Type for Accounting" field is important for the accounting export. The accounting software must contain payment terms that are identical to those in c-entron. In this software, each payment term in the master data is assigned an alphanumeric code, which must be entered in this field to ensure a correct import into the accounting software.

Paid

If you want to directly notify the accounting software that an invoice has already been paid under certain payment terms, you can do so by checking this box.