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apryor
Level 1

Customer Payment Terms

Hello All,

Is there a way to lock the customer terms so that they are not changed when an invoice is created.  We have several employees who create sales invoices to our customers and they inadvertently change the terms from time to time.  This create havoc on our AR Aging.  We have asked them to please be careful when creating the invoice but I was hoping this was a field we could somehow lock in order to prevent it from being changed every time an invoice is created.  Suggestions?  Thank you.

5 Comments 5
Candice C
QuickBooks Team

Customer Payment Terms

Good Morning, @apryor

 

Congrats on making your first post here in the Community. Yes, you can set payment terms for your customer in your QuickBooks Desktop (QBDT) account. All you need to do is edit your customer's profile. 

 

Here's how: 

 

  1. Go to the Customers menu. 
  2. Pick the Customer Center
  3. Locate and double-click on the customer from the Customers & Jobs list. This will take you to the edit screen for the client. 
  4. Choose the Payment Settings tab. 
  5. From the Payment Terms drop-down menu, select the term you want to set for the customer. 
  6. Press OK when done. 

 

 

Now you can create an invoice with the customer you set terms with and they will automatically apply when picking the client's name. Below is a visual guide. 

 

 

In addition, here are two articles that can provide information about the customer transaction workflow and receiving payment in your QBDT account: 

 

 

Completing the instructions above will allow you to set particular terms for a customer. Should you need any further assistance, don't hesitate to ask. I'm always here to lend a helping hand. Have a fantastic day!

apryor
Level 1

Customer Payment Terms

Hi Thank you for your reply.

I am looking for a way to lock that field from editing so that the terms set for the customer are not changed when someone is entering an invoice.  Is this possible?

MariaSoledadG
QuickBooks Team

Customer Payment Terms

I have another way of what you can do about invoice terms in QuickBooks and I'm here to help you with this, apryor.

 

For now, you can create custom templates for your invoice forms and customize these templates to control how they look and what information to include like the Terms in your invoice. 

 

Locking the Terms field from editing by other users is unavailable. Furthermore, here's how to access the templates and customize them.

  1. Select the type of form you’d like to customize.
  2. From the form, select the Formatting tab then select Manage Templates.
  3. Select a template to preview, then select Copy to create a new template or select OK to edit the template.
  4. Use the basic customization window to:
    1. Add your logo: Select the Use logo checkbox if you want your company logo to appear on your form. If you want to change your logo, select the Select Logo option to select the image you want to use.
    2. Change fonts and colors: This section lets you personalize fonts and colors for certain details used in the form, like company name, labels, and data.
    3. Change company & transaction information: Here you can select the contact information you want to appear on the invoice including the Terms field. You can also change any of this information by selecting Update Information.
  5. Select Additional Customization to add or remove the items from the header, columns, or footer. Then select Layout Designer to move or resize items on the form.
  6. When you’re done, click OK.
  7. Select Print Preview to see your form. If everything looks good, select Close.
  8. Click OK.

You may want to import or export form templates for more information: Use And Customize Form Templates

 

In case you want to download and match bank transactions, read this for your reference:Add And Match Bank Transaction.

 

If there's anything else that you want us to help with, let me know and we're always right here to assist you.

lousch
Level 1

Customer Payment Terms

Hello, I am using Quickbooks Desktop Premier Plus Professional Services edition 2021. When I edit a customer/job, and click on the Payment Settings tab, like appears in your screenshot, I do NOT have an option to select terms. I do have terms defined, as we've been using QB since 2015, but as of the recent update, the "terms" field is missing from the customer profile. How do I add the terms to new customers? Please see attached screenshot. The field is completely missing from the Payment Settings - there's no way to specify terms.

 

 

AlcaeusF
Moderator

Customer Payment Terms

Hello there, @lousch.

 

I appreciate you for providing a detailed response to your concern. I'm here to share some information regarding adding payment terms in QuickBooks Desktop.

 

Based on your screenshot, you're trying to add a payment term to a Job. Currently, you can only add this type of information directly to parent customers.

 

Check out these screenshots for your visual guide:

 

 

 

As a workaround, you can add the terms manually when creating sales transactions. There will be a drop-down option for this information (see additional screenshot below). 

 

 

I've also attached an article you can use to assign expenses to jobs in QuickBooks: Track job costs in QuickBooks Desktop.

 

Fill me in if you have additional questions or concerns about managing customers and jobs in QuickBooks. I'm always here to help. Take care always.

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