Configure per-client trading terms (invoice due dates)

Article Contents

1. Introduction
2. Permissions required
3. Configure trading terms for single contact
4. Configure trading terms for a group of contacts
5. Sync with Xero

Introduction

When you create invoices in Hiro's Invoices section, the due date that is automatically applied to that new invoice is automatically calculated and set based on rules configured in the Invoices Settings section (more info available here).

You can additionally set rules on a per-contact basis in the Address Book that override these whole of organisation settings, either for individual contacts, or for groups of contacts.

Permissions required

To configure trading terms on contacts in the Address Book, you will need to either be a Hiro Global Administrator, or hold the "Change financial accounts" privilege configurable in User Privileges & Notifications.

Learn more about how privileges work in Hiro here.

Contacts that are created by Hiro users who do not hold one of the required privileges will be configured to use your organisation settings for due dates by default. However, an appropriately privileged Hiro user can update the due date settings for that contact afters if required.

Configure trading terms for single contact

If you hold the appropriate privilege (refer previous section), you can configure trading term defaults for a single contact in the Address Book either during its initial creation, or afterwards on the edit contact page (click the pencil icon adjacent to the contact in an Address Book search result).

To set the per-contact options:

1. scroll to Financial section at the bottom of the page;
   
   
2. for "Invoice due dates" choose "Configure for this contact.."';
   
   
3. set how due dates will be calculated for new invoices raised where this contact is the billing entity (refer here for more info on what each of the configuration options mean).
   
   
4. click Save.

Changing the due date settings for a single contact does not affect any existing invoices (either draft or approved). Only newly generated invoices will utilise your new contact configuration.

Configure trading terms for a group of contacts

When you configure the due date settings on a single contact, you have the option of additionally copying those settings to other related contacts. On either a new or existing contact:

1. In the Location group on the add/edit contact page, set your contact as "care of" the contact you wish to copy the due date terms from.
   
   
2. Set "Contact details" to "copy details from....". Note that when this 'copy' option is enabled, the due date options within the Financial group disappear, given that the details will be copied from the care of contact selected.
   
   
   
   
3. Click Save.

Note that if the due date settings on the parent contact are changed (in this example, Spacely Sprockets Pty Ltd), the contact marked 'care of' the parent is automatically updated at the same time.

Sync with Xero

If your Hiro tenant is configured to sync details with Xero (refer here for more info), due date options configured for individual contacts will automatically be synchronised with your Xero contacts. Similarly, changes made to due date settings for contacts in Xero will automatically flow back to Hiro.