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HQ Payment Terms

Company Tracker action: implementation-setup-hq-payment-terms Milestone: Headquarters / Module Setup (core_milestone_id=2) Order: 3 Estimated duration: 0.5 hours Typical owner: Controller

Purpose​

Define payment terms codes used across AP invoices, AR invoices, purchase orders, subcontracts, and job contracts.

Prerequisites​

  • Company exists (or will exist) so terms can be referenced from AP/AR/PO/SL/job masters later.
  • Naming convention agreed for new implementations: N### (net days), D### (due day of month), R… (discount + net), plus specials (COD, PREPAY, PWP, 00).
  • Starter set scope decided (which N/D/R/specials to load for this client).

Vista configuration article​

See the detailed Vista guide:

Configuring HQ Payment Terms

Field meanings, form steps, and the full starter code list live there. Do not restate them on this page.

Implementation guidance​

  • Payment terms on vendors/customers (and contracts) become defaults on invoice/transaction records and drive calculated due date and discount date. Set defaults during vendor/customer master load; override still allowed at entry.
  • Naming policy for new implementations (≤10 alphanumeric):
    • N### - net a number of days (example: N30 = Net 30 days)
    • D### - due on a day of the month (example: D30 = Due 30th; use description "Due 30th", not "Net 30")
    • R… - discount + net pattern (examples: R2D10N30, R2N10N30)
    • Specials: COD, PREPAY, PWP, 00 (due on receipt)
  • Full starter set (N/D/R/specials) lives in the Vista article. Load the agreed subset early so vendors/customers can be assigned terms during master load.
  • Prefer the naming standard for new implementations; do not force-rename a client's existing codes if migrating.
  • Scope: HQ Payment Terms codes setup (not AP/AR company parameters). Assigning terms onto vendors/customers happens with those masters but is required follow-through.
  • Gotcha: wrong cutoff / roll-ahead shifts due dates. Use Calc Dates / Sample Defaults in Vista to verify labels match calculation.

Done when​

  • Agreed starter payment terms codes exist on HQ Payment Terms with Calc Dates / sample defaults verified against labels.
  • Team knows terms will be assigned as defaults on vendor/customer (and contract) masters during those loads; override still allowed at entry.