Setting up your payment conditions
A payment condition determines the conditions of an incoming and/or sales invoice. It gives both you and your customer or supplier clarity about how and when an invoice has to be settled. You create a payment condition with a payment term and, if you want, a financial discount or a credit limit. You then set it as the default per customer or supplier.
These are the most important parts of a payment condition:
- Payment term: the period within which the invoice has to be paid. A common payment term is, for example, 30 days after the invoice date, but it can differ per customer or supplier.
- Financial discount: sometimes you offer a discount when the customer pays quickly. A financial discount of 2% for payment within 8 days is often granted, for example.
- Credit limit: the opposite of a discount. You immediately add an amount on top of the invoice amount, a kind of penalty. If the customer pays late, he pays that penalty; if he pays quickly, the penalty is deducted.
Example: the payment condition for a particular supplier is 30 days with a financial discount of 2% if the invoice is paid within 10 days.
Use
You can assign a payment condition to a customer, a supplier, an incoming invoice and a sales invoice.
The payment condition is determined when an invoice or incoming invoice is created, in the following order:
- If you create an invoice or incoming invoice without a customer or supplier, the default payment condition from the settings is used.
- If you assign a customer or supplier, the payment condition linked to that customer or supplier applies. If they do not have their own payment condition, Robaws falls back on the default from the settings.
- If the payment condition has to differ from the steps above, you adjust it manually on the invoice or incoming invoice.
Creating a payment condition
You manage all your payment conditions via settings > general > master data > financial > payment conditions.
|Create every payment condition you use in Robaws in advance, even if you only use it occasionally. On an invoice you are used to adjusting something manually in no time, but a payment condition cannot be entered on the spot: you can only choose from the conditions you have created beforehand.
Once you have created and saved a payment condition, you can no longer change the fields under financial discount and under credit limit. All other fields (including the description, remarks and the number of days) do remain editable.
Setting | Explanation |
|---|---|
Description on PDF | The name of the payment condition. You see this name again in the comboboxes and on the customer or supplier file. With the action button next to the field you fill in a translation per language. |
Sales | Switch this on if you want to be able to choose this payment condition on sales invoices and with customers. You can only set a credit limit with 'Sales' switched on. |
Purchase | Switch this on if you want to be able to choose this payment condition on incoming invoices and with suppliers. |
Remarks | This text appears on the invoice PDF, so that the payment condition is clear to your customer. You can use replacement codes in it, and fill in a translation per language with the action button next to the field. Robaws automatically takes the text in the language of the customer. |
Times end of month | The number you fill in here makes sure that the date first jumps to the end of the month that many times before the number of days is counted to determine the due date. (Example: you fill in 1 time end of month and 15 days. For an invoice drawn up on 5 June, you first go to the end of that month, 30 June, and add 15 days to that. The due date then becomes 15 July.) |
Number of days | The number of days used to determine the due date. |
Payment means code (UBL) | The code that indicates the payment method on an e-invoice (UBL/Peppol). If you leave this empty, Robaws uses the standard value. |
Has to be activated when you add a financial discount. You then fill in the percentage and the number of days. | |
Calculation basis for financial discount | Determines whether the discount is calculated on the amount excluding or including VAT. |
Calculation basis for VAT | Determines whether the VAT is calculated on the amount before or after deduction of the financial discount. These two comboboxes cannot both be set to 'including'. |
If you switch on 'Enable creditlimit', you fill in 'Creditlimit %', '#days valid' and, if applicable, 'Calculate on total excluding VAT'. Only available with payment conditions for sales. | |
Direct debit | If you switch on Direct debit, Robaws adds a one-off direct debit mandate to the sales booking when a sales invoice is transferred to SnelStart, with the invoice number as description and reference. This option is only visible when the SnelStart integration has been activated. |
Days before due date | Determines the date of the direct debit mandate: the due date of the invoice minus this number of days. |
||Direct debit is only available with an activated SnelStart integration, and therefore only applies in the Netherlands. For questions about the direct debit itself within SnelStart, you can contact SnelStart customer service.
Via settings > customers > settings you set the payment condition for new customers under Default payment condition; via settings > suppliers > settings you do the same for new suppliers. Under customers you can only choose sales payment conditions, under suppliers only purchase payment conditions.
Updated on: 08/09/2026
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