How to Show Fields for Terms in Sage 50

For any business that deals with customers and issues invoices, payment terms are an essential component of every transaction. Clearly stated terms tell your customers how much time they have to pay, what conditions apply, and any consequences for late payment. In Sage 50 Accounting, showing fields for terms on invoices and other documents helps ensure timely payments and avoid confusion with customers.

Sage 50, formerly known as Peachtree, is a comprehensive accounting solution widely used by small and medium-sized businesses for its flexibility and depth of features. While the software offers robust tools for managing transactions, many users may not immediately realize how to display or customize payment terms fields in their documents.

This guide will walk you through everything you need to know about setting up, applying, and displaying payment terms fields in Sage 50, including:

  • Understanding payment terms and their importance
  • Setting up default and customer-specific payment terms
  • Customizing invoice templates to show terms fields
  • Editing layout designs to adjust how terms appear
  • Best practices for making terms clear and enforceable

Why Showing Payment Terms Matters

Payment terms are not just a formality,  they set the tone for your financial relationship with the customer. Including them on your invoices and sales orders ensures there is no misunderstanding about when payment is due.

Here’s why it’s crucial to show the terms field:

  • Establishes expectations: Tells your customer when payment is expected.
  • Protects your business: Provides written documentation of agreed payment conditions.
  • Improves cash flow: Encourages prompt payment by specifying deadlines.
  • Reduces disputes: Minimizes back-and-forth about due dates.
  • Looks professional: Enhances your invoice layout with structured, complete information.

Now let’s get into how Sage 50 handles this and how to make sure your payment terms are not only set correctly but also displayed clearly on every invoice.

Step 1: Setting Up Default Payment Terms in Sage 50

The first step is to define your payment terms so they are available for use across your business.

Accessing Payment Terms Settings

  1. Open Sage 50 and log into your company file.
  2. Navigate to Maintain from the top menu.
  3. Select Terms from the dropdown list.

Here, you will see the Payment Terms Maintenance Window, where you can create, edit, or delete terms that your business uses.

Creating or Modifying Payment Terms

In this window, you can:

  • Give the term a descriptive name (e.g., Net 30, Due Upon Receipt).
  • Define how the due date is calculated: by a fixed number of days or by a specific day of the month.
  • Optionally set early payment discounts (e.g., 2% if paid within 10 days).
  • Set default terms for your company or assign them to specific customers.

Save the terms once configured. These terms are now available throughout the program, including during transaction entry and in template customization.

Step 2: Assigning Terms to Customers

To streamline invoicing, Sage 50 lets you assign default payment terms to each customer. This way, the correct terms will automatically populate when you create invoices or sales orders for that customer.

How to Set Terms for a Customer

  1. Go to the Customers & Sales navigation panel.
  2. Choose Customer Maintenance or Maintain Customers/Prospects.
  3. Select an existing customer or create a new one.
  4. In the Payment & Credit tab, find the Terms field.
  5. Select the appropriate payment term from the dropdown menu.
  6. Save the customer record.

Now, any transaction you create for this customer will default to the assigned terms.

This is especially helpful if you work with multiple customers under different agreement conditions,  some may be Net 15, others Net 45, and some may require payment upfront.

Step 3: Using Terms in Transactions

Once terms are set up and assigned, they appear automatically when you create new transactions.

Invoices and Sales Orders

  1. Go to Customers & Sales, then choose Sales/Invoicing.
  2. Select the customer from the dropdown. Their default payment terms will populate automatically.
  3. You can override the terms if needed for a specific transaction by selecting a different option in the Terms field.
  4. Continue entering invoice details and save the transaction.

The terms affect:

  • The Due Date calculated on the invoice.
  • Eligibility for early payment discounts.
  • Aging reports and collections tracking.

However, although the terms field exists in the transaction, you still need to ensure it is visible to customers on the invoice printout or PDF. This takes us to the next step.

Step 4: Displaying Terms Fields on Invoices

By default, not all transaction fields are shown on printed or emailed invoices. You’ll need to customize your invoice form layout to display the Terms field visibly to customers.

Accessing Form Designer

  1. From the Reports & Forms section, go to Forms.
  2. Choose Invoices from the list of forms.
  3. Find the invoice template you’re using and click Customize or Design.

This will open the Layout Designer, where you can edit every element of the invoice layout.

Step 5: Editing Invoice Layout to Include Terms

The layout designer shows your invoice format with headers, footers, line items, and fields. To include the Terms field:

  1. Look at the header section of the form—this is where most key details like invoice number, date, and customer name are located.
  2. Right-click within the header area and select Insert Field or Add Data Field.
  3. From the available fields list, select Terms.
  4. Place the field in a logical spot, typically near the invoice date or due date.
  5. Resize and align it for proper visual presentation.
  6. Optionally add a label, like “Payment Terms” so it’s clearly understood by your customer.

You can also adjust font size, style, and alignment to make sure the field integrates neatly with the rest of the layout.

Once you’re satisfied:

  • Click Preview to view how the final invoice will appear.
  • Click Save As to create a new template (recommended), or Save to overwrite the existing one.

You now have a template that visibly shows the payment terms on every printed or emailed invoice.

Step 6: Using Your Customized Invoice Template

After customizing your invoice layout to include the Terms field:

  1. Return to the Forms section under Reports & Forms.
  2. Set your newly edited template as the default.
  3. Now, every time you print or email an invoice, it will use this layout and show the payment terms to the customer.

This visibility ensures your customer is aware of the agreed terms at the moment they receive the invoice,  whether that’s Net 30, Due on Receipt, or custom terms.

Additional Customization Tips

Here are some additional tips to improve clarity and professionalism when showing terms on invoices in Sage 50:

Use Clear Language

Make sure the terms field uses easily understood language. For example, use “Payment Due Within 30 Days” instead of vague abbreviations.

Include Terms in Footer Notes

If you want to elaborate on your terms,  or instance, including late fees or penalties—you can add a note in the footer section of the layout.

Standardize Templates

Ensure all sales staff are using the same default template so the terms are always shown consistently across all customer communications.

Customize Per Customer Type

Create different templates for different customer segments or regions, especially if payment terms vary based on the relationship or legal jurisdiction.

Best Practices 

Here are some best practices when using payment terms fields in Sage 50:

  • Keep Terms Consistent: Try to standardize terms across your customer base unless specific arrangements have been made.
  • Enforce What You Display: Don’t show terms if you’re not willing to enforce them. Be consistent with reminders and late fees.
  • Update Terms Regularly: If your financial policy changes, revisit your terms and update them in Sage 50 to reflect the latest practices.
  • Train Staff: Ensure your finance team knows how to enter, adjust, and communicate terms properly in the software.

Displaying the terms field on your invoices in Sage 50 is more than just a design preference—it’s a vital part of your financial operations. Whether you’re managing a handful of clients or hundreds of customer accounts, showing clear payment terms ensures everyone understands the expectations upfront.

By following the steps outlined in this guide, you can:

  • Define and manage payment terms that suit your business model.
  • Assign those terms to customers automatically.
  • Customize invoice layouts to include the terms field visibly.
  • Communicate clearly and professionally with your customers.

When your documents reflect clarity, structure, and consistency, it not only enhances your brand but also promotes better financial discipline,  both for your business and your clients.  Taking the time to display payment terms properly in Sage 50 is a simple step that pays dividends in professionalism and timely payments.

Similar Posts