📘 Screen: Payment Terms
The Payment Terms screen registers the terms the farm negotiates with suppliers: cash, 30 days, 30/60/90, down payment plus 30 days. It is a short registry, set up once, that then appears as an option on the Quotation and the Purchase Order.
Each payment term can also have its own installments — how many there are, how many days apart and what percentage of the amount each one takes. Once they are set up, "30/60/90" is no longer just a name: choosing the payment term in Accounts Payable/Receivable fills in the due dates and amounts of all three installments in one go.
📍 Location in the system
Menu: Financial > Payment Terms
🧩 Main function
To standardize the term agreed with the supplier. Instead of each buyer writing the term their own way in the notes, everyone picks from the same list — which makes comparing quotations fair, because price can only be compared with the term alongside it.
📝 Registry fields
| Field | Description |
|---|---|
| Active | Defines whether the payment term appears in the list on other screens. An unchecked term disappears from the drop-downs, but stays on older documents. |
| Code | Sequential code of the payment term (e.g., 0001). |
| Description | The term, written the way the farm says it: "CASH", "30 DAYS", "30/60/90", "DOWN PAYMENT / 30 DAYS". It is the only required field. |
| Notes | Free space to detail the rule — for example, from which date the term counts. |
The registry applies to the whole company: a payment term created here appears on every farm.
🗂 Tab: Payment term installments
This is where the payment term gets its content. Each line is an installment, with three pieces of information:
| Field | Description |
|---|---|
| Installment | The installment's order: 1, 2, 3. It is what will show on the bill as the installment number. |
| Days | How many days after the starting date this installment is due. In a 30/60/90 term, the three lines get 30, 60 and 90. A down payment installment gets 0. |
| Percentage | How much of the bill's amount goes to this installment. With three equal installments, 33.33 · 33.33 · 33.34. |
The screen itself sums up the rule in the help for the Days field: "Each installment has its term in days and its share of the total. The percentages must add up to 100."
Below the list is the Sum of percentages total — for example
Sum of percentages: 100.00%. It turns green when it adds up to 100 and
red when it doesn't, and it is the most important check on the tab. upCampo warns you,
but does not stop you from saving: if you leave with the total at 90%, the payment term is incomplete and the bill amount
would not be fully distributed.
The Generate equal installments button
For the most common case — installments of the same size, at regular intervals — you don't need to type line by line. The Generate equal installments button opens a window with two fields: Number of installments and Every how many days. It is pre-filled with 3 installments every 30 days, which is the everyday 30/60/90.
Since 100 rarely divides into a round number, the last installment takes the remainder, so the total adds up to exactly 100. For three installments every 30 days, the result is:
After generating, you can adjust any line by hand — that's how you build a payment term with a down payment,
for example: generate three, and change the first one to 0 days.
🧭 Where the payment term appears
- Accounts Payable/Receivable, in Generate Installments — the Payment Terms drop-down is the first line of the window. Once the term is chosen, the installments' due dates and amounts are filled in at once, from the days and percentages registered here.
- Quotation — together with the supplier and price, to compare offers.
- Purchase Order — it is saved on the order and appears as a column in the order list.
- Quotations become comparable: price and term side by side.
- The purchase order goes out with the agreed term recorded, not written by hand.
- The payable bill is created already split into installments the way it was negotiated, without typing due date after due date.
- Conversations with the supplier always use the same vocabulary.
❓ Frequently asked questions
Does registering 30/60/90 already create the three installments in finance?
It depends on whether the payment term has installments set up. On the Payment term installments tab, enter the three lines — 30, 60 and 90 days, adding up to 100% — or use the Generate equal installments button. Once that's done, choosing that term in Generate Installments on Accounts Payable/Receivable fills in the three due dates and three amounts at once. Without installments set up, the payment term is just the name of the term.
I chose the payment term and it said it has no installments set up. What now?
That's the warning "This payment term has no installments set up yet.": the term exists, but nobody has built its installments. Open Financial > Payment Terms in upCampo, select the term, go to the Payment term installments tab and enter the number, days and percentage of each installment — or use Generate equal installments. Payment terms registered before this feature all start out like this.
The percentages don't add up to 100. Is that a problem?
Yes: the percentage is the share of the bill amount that goes to each installment, so a total other than 100 would distribute more or less than the bill is worth. In upCampo the Sum of percentages total, below the list, turns green when it adds up to 100 and red when it doesn't — and the screen warns you, but lets you save anyway. If you used Generate equal installments, the last installment already takes the remainder of the division and the total adds up on its own.
How do I register a payment term with a down payment plus installments?
The down payment is simply an installment with 0 in Days: it is due on the base date itself. In a "down payment + 30 + 60" term, there are three lines with 0, 30 and 60 days, and the percentages adding up to 100. The quickest way is to generate three equal installments and then change the first one's days to zero.
Where do I choose the payment term?
On the Quotation and the Purchase Order. Only payment terms marked as Active appear in the list.
Can I delete a payment term I no longer use?
You can, but the safest option is to just uncheck Active: it disappears from the lists and older orders keep showing the term they were closed with.
Do I need to repeat the registry on each farm?
No. The registry belongs to the company: a payment term created on one farm appears on all of them.