Tutorial for setting up automated payment methods and terms on your documents.
If you want these fields to be automatically filled in, you can do so using matching rules.
To do so, you need to follow 3 simple steps :
1/ Create and activate payment methods and terms
2/ Create and add tags for your customers
3/ Create matching rules (automations)
1/ Create and activate payment methods and terms
In order for your payment methods and terms to be proposed in the drop-down menu when you create your invoices, you need to activate them in the administration.
This takes place in the workflow on the left in the administration.
Accounting > Payment method
Accounting > Payment terms
You can then activate the ones that concern your accounting by clicking on each choice, and also create new ones using the "+" at the top. You can deactivate those that don't concern you if needed.
Once done, the payment methods and terms created and activated will then be proposed in the drop-down menu when an invoice is created.
2/ Create tags for your customers
The second rule is to create tags linked to these payment terms, and also to payment methods.
This is done in the administration area.
In the workflow on the left, segmentation > tag management. Then click on "companies".
You can then create tags corresponding to your payment terms and methods using the “add a tag” button at the top right. You must create as many tags as you have previously activated payment methods and terms.
Once created, you have to add the tags corresponding to your customer on his or her file in the CRM.
In this example, our customer pays by check, 30 days end of month.
3/ Create matching rules (automations)
You must then create a rule so that upon creating an invoice, the payment methods and terms you have determined for each client are automatically added.
This is also done in the Administration.
In the workflow on the left, go to System > Matching,
Then Payment term on customer invoices :
Use the "+" to create as many rules as you have payment terms.
You then choose a title, then one of the payment terms.
Then underneath, you add a value for the matching (here Partner - invoiced company).
Then click on tag, and choose the tag that corresponds to your payment term.
Here, we've created a matching rule that stipulates that on our invoice, the payment term "30 days end of month" will be added automatically for all invoiced companies that have the "30 days end of month" tag.
Once you've completed all your payment terms, you need to do the same for the payment methods.
Go back to administration.
Then, still in the workflow on the left, Administration > matching.
And in the list, choose "Payment method on customer invoices".
The operation is the same, except that you're now creating rules for payment methods. You need to create as many rules as you have payment methods.
Here, we've created a matching rule that stipulates that on our invoice, the "check" payment method will be added automatically for all invoiced companies that have the "check" tag.
You can also create rules with the same principle for your supplier invoices, this time you will have to go in the matching rules :
- Payment terms for supplier invoices
- Payment method for supplier invoices
Instead of choosing "partner (company invoiced)", you'll need to select "partner (supplier issuing invoice)". Otherwise, the principle is the same.
Good matchings !!