Terms of Sales

Overview

Terms of sales stipulate overall rules of partnership with customers: prices of goods shipped to customers, payment terms (prepayment or credit), possible discounts, and other. There are no direct connections between specific contracts and terms of sales, meaning that documents related to different terms of sales may be registered within one contract and vice versa. You can disable terms of sales and keep records only by contracts or select to use terms of sales without contracts.
There are two types of terms of sales in the system: standard and special. Standard terms of sales are specified for a group of customers. They generally apply to all sales. You may register special terms of sales for VIP customers. Such terms of sales are register individually for each customer.

Enabling Terms of Sales

To enable terms of sales:
  1. Go to Master data and settings > Sales (under Master data and sections).
  2. Click Wholesale.
  3. Under Use terms of sales, select the required option:
  • Standard and special terms of sales
  • Only standard terms of sales
  • Only special terms of sales
  • Do not use

Creating Terms of Sales

Creating Standard Terms of Sales

To create standard terms of sales:
  1. Go to CRM and Marketing > Standard terms of sales.
  2. Click Create.
  3. On the Main tab, set the Not approved status.
  4. In the Description field, enter the working name.
  5. In the Transaction field, select the required transaction. For example, Sales.
  6. Select a Customer segment.
  7. If necessary, select an Inventory segment.
  8. Select your Company.
9. On the Sales terms and conditions tab, select whether you are going to use contracts for this customer segment:
  • If you are going to use contracts, select the Specify a contract, AR/AP accounting is determined in the contract checkbox.
  • If you are not going to use contracts, select the Contracts are not used, payment terms: checkbox and fill in the required data.
10. Select Payment terms and specify the Minimum order amount if applicable.
11. Specify a Warehouse you want to sell the goods from.
12. In the Delivery and Order frequency fields, specify the lead time agreed with the customer.
13. Under Create goods issue, select one of the options: by orders and invoices or by customer and delivery orders.
14. Select a Price currency.
15. If the price includes VAT, select the Price includes VAT checkbox.
16. Select the General price type checkbox and an applicable price type.
17. On the Other conditions tab, select the Return reusable packagings in checkbox, specify a period in days.
18. Under Calculate packaging return date by, select a day type: calendar days or workdays of the business calendar.
19. If necessary, select the Packaging deposit is required checkbox.
20. If your terms of sales are regular, select the Terms of sales are regular checkbox and enter the Amount for the period, specify the Number of periods, and select a Period type (day, week, and other).
21. On the Discounts (markups) applicable for selected terms tab, select Show All lines.
22. Expand a tree and review all the discounts and markups, their Status, and the Application interval.
23. Check if you need to activate/deactivate some discounts.
24. Select a line and click Set status → Valid or Not valid. Specify a Period and enter a Comment.
25. Click Save and close.

Creating Special Terms of Sales

To create special terms of sales:
  1. Go to Sales > Customers.
  2. Double-click a Customer.
  3. At the top of the form, click More actions and then click Terms of sales.
  4. Click Create.
  5. On the Main tab, set the Not approved status.
  6. In the Description field, enter the working name.
  7. In the Transaction field, select the required transaction. For example, Sales.
  8. Select a Counterparty.
  9. If necessary, select Reference terms of sales and an Inventory segment.
10. On the Sales terms and conditions tab, select whether you are going to use contracts for this customer:
  • If you are going to use contracts, select the Specify a contract, AR/AP accounting is determined in the contract checkbox.
  • If you are not going to use contracts, select the Contracts are not used, payment terms: checkbox and fill in the required data.
11. Select Payment terms and specify the Minimum order amount if applicable.
12. Specify a Warehouse you want to sell the goods from.
13. In the Delivery and Order frequency fields, specify the lead time agreed with the customer.
14. Under Create goods issue, select one of the options: by orders and invoices or by customer and delivery orders.
15. Select a Price currency.
16. If the price includes VAT, select the Price includes VAT checkbox.
17. Select the General price type checkbox and an applicable price type.
18. On the Other conditions tab, select the Return reusable packagings in checkbox, specify a period in days.
19. Under Calculate packaging return date by, select a day type: calendar days or workdays of the business calendar.
20. If necessary, select the Packaging deposit is required checkbox.
21. If your terms of sales are regular, select the Terms of sales are regular checkbox and enter the Amount for the period, specify the Number of periods, and select a Period type (day, week, and other).
22. On the Discounts (markups) applicable for selected terms tab, select Show All lines.
23. Expand a tree and review all the discounts and markups, their Status, and the Application interval
24. Check if you need to activate/deactivate some discounts.
25. Select a line and click Set status → Valid or Not valid. Specify a Period and enter a Comment.
26. Click Save and close.

Approving Terms of Sales

Starting Approval Process

To approve terms of sales:
  1. Open the required terms of sales.
  2. Click Approval at the top.
  3. Click Create and specify the Details.
  4. Specify an Approval due date and Priority.
  5. Start the process.
  6. Click Open business process flowchart and review the Business process flowchart.

Providing Feedback During Approval Process

To provide feedback during the approval process:
  1. Go to Quick menu > My Tasks.
  2. Find a Task related to the approval process and open it.
  3. Enter a Start date.
  4. Review the task details.
  5. Drill down to the Variance from sales terms and conditions report and review it.
  6. Drill down to the Terms of sales document and review the terms and conditions.
  7. Open the contract related to the terms of sales (if any) and review it.
  8. Return to the Task document.
  9. In the Results field, enter your feedback.
  10. Enter the Date of completion.
  11. Click Approve or Reject.

Monitoring Approval Process

To monitor the approval process:
  1. Open the required terms of sales.
  2. Click Reports > Approval results.
  3. In the Sale approval results report, set the required filters and generate a report.
  4. Review the report and check if any issues emerged during the approval process.
  5. Drill down to the Route point of the process to review the details.

Signing Terms of Sales

  1. Print out the terms of sales.
  2. Send the terms of sales to the customer and receive their confirmation/feedback using the Business Interactions functionality.
  3. Go to the Terms of sales document.
  4. Update the information based on the customer's feedback.
  5. Click Save.

Activating Terms of Sales

  1. Open the required terms of sales.
  2. Fill the Number and Dated fields in accordance with the hard copy.
  3. Set the Valid status. Note: the system automatically sets the Valid status after the approval process is completed.
  4. Specify a validity period.
  5. Attach the signed copy.
  6. Click Save.

Requesting Terms of Sales Renewal

  1. Open the required terms of sales.
  2. Generate a Duty based on the document.
  3. In the Duty field, specify a working name.
  4. Assign the task to a responsible user in the database.
  5. Set the Priority and specify a Due date.
  6. In the Subject field, describe actions to take.
  7. Click Start and close.

Closing Terms of Sales

  1. Go to Sales > Terms of sales and open the required terms.
  2. Set the Closed status.