Report Designer - How to add payment terms to your invoice layout

Adding payment terms to your invoices is a good way to let your customers know when to pay you. It can help them pay on time too.

Lets find out more.

The following steps contain everything you need to help you add terms and payment details to your invoice layout.

If you offer settlement or prompt payment discounts to customers, you'll need to follow a different process.

Add your payment terms to a layout

If you want to show the same payment terms on all invoices, for example, 'Payment due 30 days from invoice date', you can add a text box.

1. Select the document you want to amend, then click Edit.
2. On the menu bar click Toolbox, then click Add Text.
3. Click once where you want the text to appear.
4. Enter your payment terms text, then click a blank area.

  NOTE: As not all sections of an invoice layout are visible when you print, you should ensure you add your terms to a printable section, for example, the invoice footer alongside your invoice totals. 

Add the Trading Terms Text from the customer records

If your terms vary and you record them in each customer record in the Trading Terms text box in the Credit Control tab, you can add an expression to show the relevant terms for each customer:

1. Select the document you want to amend, then click Edit.
2. Click the Toolbox menu, then click Add Expression.
3. Click the area on the layout where you want the payment due date to appear.
4. In the Expression Editor window, enter the following expression:
   
   "Payment terms: " + SALES_LEDGER.TERMS
   
   
5. Click OK.

 NOTE: As not all sections of an invoice layout are visible when you print, you should ensure you add your terms to a printable section, for example, the invoice footer alongside your invoice totals. 

Add a payment due date

If you use the Payment Due and Payment Due From fields in your customer records, you can add an expression to calculate the due date based on this.

1. Select the document you want to amend, then click Edit.
2. Click the Toolbox menu, then click Add Expression.
3. Click the area on the layout where you want the payment due date to appear.
4. In the Expression Editor window, enter the following expression to add the title:
   

   INVOICE.PAYMENT_DUE_DATE <> Null ? INVOICE.INVOICE_TYPE_CODE IN (0,1,2) AND (SALES_LEDGER.PAYMENT_DUE_FROM <> 0 OR  SALES_LEDGER.PAYMENT_DUE_DAYS > 0) ?  "Payment Due: " : "":""

5. Click OK.
6. Click the Toolbox menu, then click Add Expression.
7. Click the area to the right of the first expression.
8. In the Expression Editor window, enter the following expression to add the date itself:
   INVOICE.INVOICE_TYPE_CODE IN (0,1,2) AND (SALES_LEDGER.PAYMENT_DUE_FROM <> 0 OR SALES_LEDGER.PAYMENT_DUE_DAYS > 0) ? INVOICE.PAYMENT_DUE_DATE : ""
9. Click OK.

 NOTE: As not all sections of an invoice layout are visible when you print, you should ensure you add your terms to a printable section, for example, the invoice footer alongside your invoice totals. 

Watch a video

We've created a short video guide to demonstrate this process:

 TIP: This video is part of a free Sage University course. To sign up for this, or see other free Sage University training courses.

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