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Terms

The Terms section enables administrators to define and manage commercial conditions applied to products and transactions across the platform. These may include payment terms, delivery terms (e.g., FOB, CIF, DDP), or other contractual conditions that govern how orders and transactions are processed and settled.

Company › Terms

Terms represent the commercial and contractual conditions used throughout the platform—such as payment terms, incoterms, and trade terms. By managing these centrally in Site Settings, teams can standardise how commercial conditions are applied, reported, and referenced across Orders, Costing, Styles, Customers, and Suppliers.

The Terms section allows you to create a consistent set of commercial terms that can be selected in Order Details, Style › Create Costing, Costing Type › Retail, and Order Import. Proper configuration ensures that commercial data remains traceable, aligns with your trading agreements, and supports accurate financial reporting and compliance.

Quick Check - Before You Start
  • Align Code values with what you import or quote in Order Import—mismatched text fails mapping.
  • If a term was already used, expect Description to be read-only; plan Code tweaks only when your process allows.
  • Prefer Disable over delete for terms that appear on historical orders or costings.

Managing Terms

Add Terms

  1. Click the Add New button at the top left.
  2. Enter a Code and Description to clearly identify the terms (e.g., FOB, Net 30, CIF).
  3. Click Save to add the new terms to the list.

Once saved, the new terms become available for selection wherever Terms are supported.

Add or Edit Terms

Edit Terms

Editing allows you to update existing terms to reflect changes in business rules or naming conventions.

  1. Click the pencil icon next to the terms you wish to modify.
  2. Update the Code field as needed.
  3. Click Save to update the terms.

Editing Restrictions

The Description field cannot be edited once that term is currently used in transactions. Changes to enabled terms will apply to future selections but will not retroactively alter historical records of existing orders or transactions.

Disable Terms

  • If a term is no longer in use but needs to be retained for historical data, change its status from Enabled to Disabled.
  • Enabled terms are available for selection on orders, costings, and transactions.
  • Disabled terms remain visible for reporting and historical reference but cannot be selected for new records.
  • This can be done directly in the list or via the toggle in the Edit pop-up.

Enable/Disable Terms

Best Practice

It is best practice to Disable terms that have already been used in transactions. Deleting terms with historical associations can lead to data inconsistencies and reporting issues.

Delete Terms

Deleting terms permanently removes them from the system. Use this option with caution and only for terms that have never been used in transactions.

Single Deletion

Click the trash icon next to the terms and confirm the action in the pop-up.

Single Delete Terms

Bulk Deletion

Select the checkboxes for multiple terms, then click the main delete icon that appears at the action bar.

Bulk Delete Terms

Other Actions

  • Filter – View terms by status (Enabled or Disabled).
  • History – Export a detailed log of terms changes and version history for auditing purposes.
  • Export – Download the complete list of terms in .xlsx format.

Table Flexibility

Users can tailor the table layout using the following controls:

Feature Description
Sort by Ascending or Descending Reorder terms by clicking on any column header.
Pin Column Lock important columns in place whilst scrolling.
Autosize This Column Automatically resize the specific column to fit its content.
Autosize All Columns Applies autosizing on all columns.
Choose Columns Show or hide individual table columns.
Reset Columns Return the table to the default configuration.

Terms Table View

Terms are used across several modules. For detailed guidance, refer to:

Topic Description
Order › Details The Terms field indicates the commercial terms applied to the order. Options are configurable in Site Settings › Company › Terms.
Site Settings › Company › Customer Configure default commercial terms per customer. The Terms dropdown applies to orders and transactions.
Style › Side Widgets › Create Costing Select Buy Terms (e.g., FOB, CIF) when creating a costing from a style.
Costing › Retail Type The Terms field defines trade terms that govern the purchase. Cannot be edited once selected from the Create New Costing pop-up.
Order Import Import commercial terms (e.g., FOB, CIF). Values must match configured options in Site Settings › Company › Terms.
License › Royalties Assign terms such as FOB, DDP, DAP to royalty entries. License contract terms should coincide with costing terms for correct dropdown display.
Supplier Type Configuration Configure Default Terms applied to orders by supplier type.

Tip

  • Use clear, consistent naming conventions (e.g., Net 30, FOB – Port of Origin, CIF) to reduce selection errors.
  • Disable unused terms instead of deleting them to retain historical context and maintain audit trails.
  • Configure terms before importing orders or creating costings to ensure correct field mapping.
  • Regularly review your terms list to ensure it aligns with current trading agreements and incoterms.
  • Use the History feature to audit terms changes for data governance and compliance.

Troubleshooting

Why can I not edit the Description field?

Once a term is in use, Description is locked so historical orders and costings keep a stable label.

Steps to resolve:

  1. If only the wording needs to change for new work, add a new term row with the desired description and disable the old one when appropriate.
  2. Adjust Code only when permitted; confirm downstream imports still match.
Why did my order import reject a terms value?

Imported values must match a configured Code or allowed value exactly.

Steps to resolve:

  1. Open Site Settings › Company › Terms and compare the spreadsheet value to enabled rows.
  2. Fix the file or add the missing term, then re-import.
Why does a disabled term still show on old orders?

Disabled terms remain visible for reporting but cannot be chosen on new records.

Steps to resolve:

  1. Use Filter to review Disabled rows when auditing historical paperwork.
  2. For new transactions, pick an Enabled term in the dropdown.