Payment Methods, Terms, and Currency Setup Guide

How to set up payment methods, payment terms, currencies, and exchange rates in QBM so transactions, balances, and document defaults work correctly.

Administration & Setup Master Data End-User Guide

Overview

These setup areas define how money is received or paid, when amounts become due, and how different currencies are handled. Good setup here improves accuracy throughout sales, purchasing, banking, and reporting.

Payment MethodsControl how transactions are paid or collected.
TermsControl due dates and early-payment discount rules.
CurrenciesControl symbols, rounding, and exchange-rate handling.

Where To Find It

Common Paths: Company or Setup > Payment Method Details, Terms Detail, Currency Detail, and Exchange Rates

The exact menu grouping can vary, but these are standard setup screens used across QBM.

Payment Methods

Field What It Means
Name The business name of the payment method, such as cash, bank transfer, card, or cheque.
Type The payment method classification used by QBM to understand how the method behaves.
Default Account The account normally linked to that payment method.
Track Chequebook Used when cheque tracking should be tied to that payment method.
Inactive Stops normal selection of the method while keeping historical use.
Note Internal note explaining how the method should be used.
Tip: Keep payment method names simple and close to the language users use every day.

Payment Terms

Field What It Means
Terms The name of the terms rule, such as Net 30 or Due on Receipt.
Description A fuller explanation of the payment terms.
Net Due Days The number of days until the full amount becomes due.
Discount Percent The early-payment discount percentage if one is offered.
Discount Days The number of days in which the early-payment discount applies.

Currencies And Exchange Rates

Currency Setup Area What It Means
Name The name of the currency.
Description An explanatory label or fuller description.
Symbol The character or mark shown with amounts.
Subdivision The smaller unit of the currency where applicable.
Rounding The rounding behavior applied to the currency.
Use Image Symbol Lets the currency use an image representation where that feature is needed.
Exchange Rates List The list of rates maintained for that currency.
Exchange Date And Time The effective date and time of a specific exchange rate entry.
Buy Rate / Sell Rate The rates used when different buy and sell handling is required.
Rate Description A note explaining the exchange rate entry.
Important: Review exchange rates carefully before live use. Incorrect rates can affect transaction values, balances, and reporting.

Recommended Workflow

  1. Create the payment methods your company actually uses and link the correct default accounts.
  2. Create standard payment terms that match your customer and vendor agreements.
  3. Set up the currencies your company trades in and review symbol, subdivision, and rounding behavior.
  4. Add or review exchange rates before transactions are entered in those currencies.
  5. Test the setup on a sample customer, vendor, or transaction to confirm the defaults behave correctly.

Best Practice

Best practice: Standardize names for payment methods and terms so all users interpret them the same way.
  • Keep only active payment methods that users really need.
  • Use descriptions on terms where the meaning may not be obvious.
  • Review exchange rates as part of a regular financial control routine.
  • Inactive old setup records instead of deleting them when history matters.