Standard Terms

Standard Accounting Terms

The Standard Terms screen allows you to modify standard, default payment terms for your customers.

To configure Standard Terms, select Setup | Configure - Standard Terms. A window similar to the following appears. 

Payments

Terms

Custom - This option refers to a Credit Account.  A credit account is a customer who is allowed to purchase goods and pay for them later. Payment terms on invoices are defined by the due date and discount entries. This option is typically set as the standard term.

Cash - Immediate payment is required on all tickets. Payment options include cash, check, credit card, and electronic credit card (optional Interact module). No invoices are generated for cash customers. This option is typically set for individual accounts and not as the standard term.

Prepaid - Prepaid customers must always maintain a credit balance. A zero credit limit is enforced.

Due Date

Day Of Month - The invoice due date is set to a day of the month after the invoice date.

Days After Invoice - The invoice due date is set to a number of days after the invoice date.

End Of Month - The invoice due date is set to the end (last day) of the month.

Discount if Paid Within

The Discount if Paid Within option allows a business to provide a discount for early payment. The discount will be applied automatically as a credit to the account when payment is received within the spcified number of days. In the above example a customer will receive a 2% discount when their payment is received within 10 days of the invoice date. The invoice date is the date invoices are generated and mailed to customers and the date used to calculate the invoice due date. If the invoice date selected during invoice processing is May 15 payments applied to the invoice by May 25 will receive a 2% discount. When this feature is in use, the invoice will include information about the discount and the amount to pay when paying before the discount date.

Enter the number of days past the invoice date customers are allowed to receive a discount.

This feature can be set globally or at the individual account level. Materials can be flagged as discountable. Only materials flagged as discountable will be included in the discount calculation.

Discount Rate

Enter the percent of the total invoice amount that will be allowed to customers as a discount. The discount is applied when payment is made within the number of days specified in the Discount if Paid Within parameter.

Invoice Each Ticket

The Invoice Each Ticket feature will automatically generate an invoice for each ticket during transaction processing. Multiple item tickets generate one invoice. When used, the ticket will be assigned the next available invoice number and flagged as having appeared on an invoice. A printed invoice can be created using Interact Pro and the Reprint Invoice option. Invoices will appear on printed statements when Interact Pro is in use.

The Invoice number will not match ticket numbers.

Immediate Discount

Enter the percent discount to be applied immediately to a ticket. The price components used to calculate material charge are discounted by this percentage when the ticket is generated. For example, if a material is normally priced at $5.00 per ton then a 10% immediate discount results in a new price of $4.50 per ton.

Ticket Is Invoice

If Yes, a invoice will automatically be generated for each ticket. Multiple item tickets generate one invoice.

Net Due on Day

Enter either the number of days after the invoice date or the day of the month in which the invoice will be due.

click the  New button. A blank form appears.

A valid entry only requires an Account Code and an Account Description.

• Account Code can be up to twenty (20) characters in length and is an alpha numeric field.
• Account Description can be up to forty (40) characters in length.

Enter a valid Account Code and Account Description. Click the  Save button to continue.

Additional flags include Inactive and Revoked.

• Inactive – When checked, the selected account is set to inactive. It will not appear in any drop down lists on other screens.
• Revoked - When checked, the selected account is set to revoked. It will still appear in drop down lists on other screens but no transactions can be processed against it.

To undo any changes click the  Undo button.

General

Ticket Type and Journal Ticket Type

When adding new accounts, the Ticket Type and Journal Ticket Type will automatically be set to use the ticket format set as the system default. Click the drop-down arrow to select a different ticket format file from the available list. The selected ticket format will be used for printed tickets.

Transaction Defaults

When creating accounts, default items may be set for each category. Default categories are intended to simplify weigh form processing. Default selections can always be changed during the transaction. Click the drop-down arrow to display a list of available items to choose from in each category.

Custom Fields

Custom fields can be used to store additional account information. This information can be printed on tickets or used when exporting data for other software application such as 3^rd party accounting systems.

Up to five (5) custom fields can be activated for the Customer account type and Hauler account type. If an account is set as a Customer and Hauler account type, up to ten (10) custom fields could be available.

To activate custom fields, select Setup | Configure - Accounts.

Editing and Existing Account

Changing the Account Code

To change the Account Code for an existing account, select the account from the list or use the search field. Make desired changes and click the  Save button. A window similar to the following appears.

• Click the Change existing code button to change the code and save.
• Click the Cancel button to not save changes and restore the original value
• Click the Make a copy instead button to create a new record. 

Changing the Account Description 

To change the Account Description for an existing account, select the account from the list or use the search field. Make desired changes and click the Save button. A window similar to the following appears.

• Click the Change description button to save the changes and return to the Account Table.
• Click the Cancel button to cancel all changes.

Delete an Account

To delete an Account, select the account from the list or use the search field and click the Delete button. A window similar to the following will appear.

Click Yes to delete the account.