How to Show Due Dates in Sage 50

Managing accounts receivable effectively is crucial to the health of any business. Ensuring that customers are aware of their payment due dates helps to streamline cash flow, minimize late payments, and maintain professional relationships. In Sage 50, a widely used accounting software, showing due dates on invoices and reports is not just possible,  it’s essential for proper billing and collections.

Whether you’re new to Sage 50 or looking to optimize how you display due dates in your invoicing and reporting workflows, this guide will walk you through everything you need to know.

This article will explore:

• What a due date is and why it’s important
• How due dates are calculated in Sage 50
• Setting up payment terms to determine due dates
• Showing due dates on invoices
• Customizing invoice templates to make due dates visible
• Viewing due dates in customer statements and reports
• Common issues and troubleshooting
• Best practices for managing due dates in Sage 50
  

Understanding Due Dates in Sage 50

In accounting, a due date is the final day by which a customer is expected to make payment for an invoice. It’s typically based on the payment terms agreed upon between you and your customer, such as Net 30, Due Upon Receipt, or custom terms.

In Sage 50, due dates are automatically calculated based on the transaction date and the assigned payment terms. This automation ensures consistency and reduces human error. Once configured properly, the due date will appear in the invoice window, reports, and, if customized correctly, on the printed or emailed invoices sent to customers.

Step 1: Setting Up Payment Terms in Sage 50

Due dates in Sage 50 are tied directly to payment terms. Before you can display accurate due dates, you need to ensure your terms are set up correctly.

How to Set Payment Terms:

1. Open Sage 50 and go to the Maintain menu.
2. Select Terms.
3. In the Terms Maintenance window, create or modify terms according to your business needs.

You can define:

• Net Days (e.g., Net 30 for 30 days from the invoice date)
• Discount terms (e.g., 2% if paid within 10 days)
• Due date by a specific day of the month
• Credit limits or minimum charges, if applicable

Each payment term configuration determines how Sage 50 calculates the due date. Once you set these up, you can apply them to customers and invoices.

Step 2: Assigning Payment Terms to Customers

For Sage 50 to automatically calculate due dates during transaction entry, each customer should have a payment term assigned.

How to Assign Terms to a Customer:

1. Go to the Customers & Sales navigation area.
2. Select Maintain Customers/Prospects.
3. Choose an existing customer or create a new one.
4. In the Payment & Credit tab, locate the Terms field.
5. Select the appropriate payment terms from the dropdown menu.
6. Save your changes.

When you create an invoice for this customer, the term you assigned will automatically apply, and Sage 50 will calculate the due date accordingly.

Step 3: Viewing Due Dates During Invoice Creation

Now that you’ve configured terms and assigned them to customers, Sage 50 will automatically populate the due date in the invoice or sales order window.

To See the Due Date:

1. Go to Sales/Invoicing from the Customers & Sales section.
2. Select the customer you’re invoicing.
3. Enter the invoice date.
4. The Due Date field will populate automatically, based on the terms assigned to the customer.

If needed, you can manually override the due date by clicking into the field and entering a different date, but it’s best to rely on automated settings for consistency.

Step 4: Displaying Due Dates on Invoices

Even though Sage 50 calculates due dates internally, you must customize your invoice template to show that information to your customers.  By default, many invoice templates do not display the due date, so you need to modify your layout using the Forms Design Tool.

How to Customize Invoice Template to Show Due Date:

1. Navigate to Reports & Forms.
2. Click on Forms, then select Invoices.
3. Choose your invoice type (e.g., product invoice or service invoice).
4. Click Customize to open the Form Designer.
5. In the layout editor, go to the Header section.
6. Right-click in the header area and select Insert Field or Add Data Field.
7. Scroll through the available fields and select Due Date.
8. Place it in a logical area of the invoice—typically near the invoice date, terms, or customer details.
9. Resize and reposition the field as needed.
10. Add a label like “Due Date” so customers understand what the field represents.
11. Save the form layout.

Once you’ve customized the layout, set it as your default template for future use. Every invoice you generate from now on will include the due date.

Step 5: Showing Due Dates in Customer Statements

Customer statements in Sage 50 provide an overview of outstanding balances, aging, and due dates.

To Generate Statements with Due Dates:

1. Go to Reports & Forms.
2. Select Forms, then Customer Statements.
3. Choose your preferred layout or click Customize.
4. In the form designer, verify that the Due Date column is included in the list of transactions.
5. If it’s missing, add it by inserting the appropriate field.
6. Save and preview the statement before printing or emailing.

These statements are especially useful for following up on overdue invoices or keeping customers informed of upcoming payments.

Step 6: Using Reports to Monitor Due Dates

Sage 50 includes several reports that help you track due dates across your customer base. These reports can help you identify:

• Upcoming due invoices
• Overdue payments
• Payment trends by customer
• How due dates affect cash flow

Some helpful reports include:

• Aged Receivables
• Customer Ledger
• Open Invoices
• Collections Report

In these reports, due dates are typically shown alongside invoice numbers, dates, and amounts. You can filter, sort, or export these reports for deeper analysis.

Step 7: Sending Reminders Based on Due Dates

While Sage 50 doesn’t offer full automation for reminders like some cloud-based platforms, you can still manage reminders manually or by using scheduled reports.

Best practices for managing reminders include:

• Creating a weekly routine to run the Aged Receivables report.
• Sending manual reminder emails using due dates as your guide.
• Customizing customer statements to reflect aging and due status.
• Calling customers with overdue balances and referencing the due date shown on their invoice or statement.

You can also integrate third-party tools or workflow automation systems if your version of Sage 50 supports it.

Common Issues

Due Date Not Showing on Invoice

This typically happens when the field was not added in the template. Open the form designer and confirm the Due Date field is present and placed in a visible location.

Due Date Not Calculating Correctly

Make sure the customer has valid terms assigned and that the invoice date is correct. Also, verify that the payment terms are configured correctly under the Maintain Terms section.

Manual Entry Errors

If someone manually overrides a due date with the wrong value, it can cause confusion or reporting errors. Rely on system-calculated due dates whenever possible for consistency.

Best Practices for Managing Due Dates in Sage 50

To make the most of Sage 50’s due date features, consider adopting these best practices:

Standardize Terms

Limit the number of different payment terms your business uses. This simplifies reporting and customer communication.

Make Due Dates Visible

Always display due dates clearly on invoices and statements. This reduces excuses for late payments.

Monitor Aging Reports Regularly

Don’t wait until invoices are past due to act. Use reports to identify what’s due soon and take proactive steps.

Automate Where Possible

Use recurring invoices, pre-configured templates, and saved reports to reduce manual work and avoid mistakes.

Train Your Staff

Ensure everyone who handles billing understands how Sage 50 calculates and displays due dates, and why it’s important to get it right.

Showing due dates in Sage 50 is more than just a cosmetic choice—it’s a fundamental part of managing your business’s cash flow and customer relationships. By properly setting up payment terms, customizing invoice and statement templates, and using reports effectively, you ensure that customers know exactly when payment is expected.  This transparency not only reduces the chances of late payments but also enhances your company’s professional image. And with Sage 50’s built-in tools, it’s a task that can be automated and streamlined for maximum efficiency.

Take the time to review your current forms and customer setup. If you’re not clearly displaying due dates today, implementing the changes outlined in this guide can help you improve collections and establish more reliable cash flow.