Commercial terms on the quote: payment, freight and delivery

Where the commercial terms are

The commercial terms sit in two cards on the quote screen, both in the cart (New Quote) and on the page of a quote in draft:

• Payment Terms: payment terms, installments and payment method;
• Freight and Delivery: freight type, freight cost, carrier, expected date and delivery address.

Both come collapsed: click the card title to open it. On a quote in draft, each field is saved as soon as you change it.

Why some fields already show up filled in

When you choose the customer, Vendria fills in the commercial fields that are still empty. The preference is this, from strongest to weakest:

1. what you chose in this quote;
2. what the customer's own order brought (an imported quote or one that came from WhatsApp);
3. the customer record;
4. what the customer uses in the ERP (their last order), when the store has an ERP;
5. the store default, set by your company's administrator.

A value that is already on the quote is never replaced by a default. Below the payment terms, a small line says where they came from, for example customer record, last paid in the ERP, store default or chosen in this quote.

The strip with what the customer uses in the ERP

When the store has an ERP, some fields show a green strip below them, in the ERP: followed by the value from the customer's last order (hover to see which order it came from). If the field already has that value, the strip says in use, and the link next to it (for example use the ERP default) releases the field; if you changed the value, the strip offers back to the one used in the last order. This applies to the payment terms, the freight type and the expected delivery date; the carrier has a similar strip, with what the customer's last invoiced order used.

How to choose Cash or On Terms

In most stores, the Payment Terms field has two options: Cash and On Terms.

• Cash settles it: there are no installments.
• On Terms opens the payment terms fields. If only one installment is possible, the field is called Due date. With more than one, Installments shows up (each option shows the amount of each installment, such as 3x of R$ …) and, when there is more than one possible start day, 1st Due Date, which filters the options.

⚠️ If On Terms shows greyed out with (total below the minimum installment), the quote's amount does not reach the store's minimum installment yet. Increase the order or use Cash.

In stores without installment rules, Payment Terms is a single field, without the two buttons.

Choose or type the payment terms ladder

The payment terms field opens a list with the text Choose or type — e.g. 30/60/90. In it you see:

• Terms: the ladders that apply to this quote;
• Store templates: ready-made ladders the administrator registered;
• Typed: what you are typing, with use this ladder.

A ladder is the list of days separated by slashes, such as 30/60/90. If the text is not a valid ladder, the list warns Invalid ladder and the field does not save. When the payment terms came from a template, Template payment terms shows below with its name; if the template is calendar-based, with calendar dates.

Payment terms outside the store's rules

If the saved payment terms are not among the ones the store's installment rules allow, the screen warns that they are outside this store's installment rules and that the payment terms were kept: nothing is changed without you. When there is a close alternative within the rule, the notice offers use followed by it, with one click.

Payment terms installment by installment, in stores whose ERP stores each installment

When your store sends orders to an ERP that stores the payment terms installment by installment, the payment terms field turns into a row of boxes (Prz01, Prz02, …), one per installment, with the days of each. You can:

• type the days in each box (Enter or the arrow keys jump to the next one);
• paste a whole ladder, such as 30/60/90, into a box: it spreads out from there;
• click Apply to choose a ladder from Terms or from Store templates, or empty everything;
• click Fixed terms…, which opens Enter payment terms: for each installment you type the days in Payment terms (days) or pick the date in Due date, use Add installment and Clear all, and finish with Confirm.

The Enter payment terms window reminds you that the ERP counts the days from the order issue date: the dates shown assume the order goes in today. To the right of the boxes, the Average payment terms in days shows up.

⚠️ In these stores, leaving the payment terms empty is not neutral: the label says Not set — the ERP saves it as À VISTA (cash). If the saved payment terms are not a ladder of days, the screen shows them as text, warns that they stay saved as they are and offers Replace with a ladder.

Payment Method

The Payment Method field records how the customer will pay (boleto, Pix, card and others). In stores whose ERP receives the billing method, the Billing method field shows up instead, with the ERP's options. When the store has an ERP, the screen also shows the customer's Credit in the ERP at the top of the card.

Freight type and freight cost

In Freight Type you choose who pays for transport: CIF (Freight paid by the Sender), FOB (Freight paid by the Recipient), freight paid by third parties, own transport or no transport.

Freight Cost (R$) is the amount charged to the customer for freight: it goes into the quote total and comes out in the PDF. In some stores connected to an ERP this field does not show up for editing; if there was already a value, it shows read-only, with Remove.

Full truckload and order in dollars (stores with TOTVS)

In stores connected to the TOTVS ERP, when editing a quote that is already saved, the Freight and Delivery card gets two more fields.

Freight mode → Full truckload: only shows up with CIF freight. Check it when the transport is a full truckload. The badge next to the field says whether it goes to the ERP.

Currency → Order in dollars (USD): marks the quote as ordered in dollars. When you check it, Vendria fetches the day's commercial exchange rate and fills in USD → BRL rate (the field shows "commercial exchange rate · via API · editable"); you can type another rate. With the rate filled in, the totals show in dollars, with the amount in reais beside them. ⚠️ Prices are still calculated in reais: the rate only converts what the screen shows.

If fetching the exchange rate fails, the screen warns you and asks for the rate by hand. While there is no rate, the notice Enter the dollar rate — the total is still in R$. stays. Unchecking Order in dollars (USD) brings the quote back to reais. The option does not show up when the purchase includes a store that only works in reais.

Carrier

In most stores, the Carrier field accepts search and free text (Search or type a carrier):

• when the store has an ERP, the list first shows the carriers registered in the ERP, grouped by connection: choosing one of them makes the order carry its code to the ERP;
• then come the Carriers registered in your company;
• if you only type a name, it is saved as text, not linked to any record.

Choosing a registered carrier also fills in Carrier phone, when the record has a phone number.

⚠️ The list may offer Register carrier, but creating a new carrier is a task for your company's administrator. If the screen replies Could not register the carrier, leave the typed name and ask them to register it.

Expected delivery

Est. Delivery is the expected delivery date. When the store has an ERP and the customer has history, the last-paid strip suggests the date by adding the delivery time of the last order to today; the clear the date link removes the expected date from this quote. In some stores connected to an ERP, the ERP itself fills in the date, and the field shows read-only.

Delivery address

In Delivery Address, the quote uses the address from the customer record. To deliver somewhere else, check The delivery address is different from the customer's registered address and fill in the form that opens. With the box unchecked, the screen shows the summary Delivery at followed by the address.

If the customer has no registered address, or the quote has no customer yet, the form comes already open, with a notice asking you to fill in the destination.

⚠️ On an order allocated among branches, there is no single address: each branch receives at the address in its own record. To change the delivery of a branch, use Delivery address and date in that branch's menu, in Allocation by store. See Allocation: split a line's quantity among the customer's branches.

Delivery customer different from the paying customer

In some stores connected to an ERP, the Customer card has the option Delivery customer is different. Without it checked, delivery goes to the paying customer. When you check it, you search for the delivery customer by ERP code; billing stays with the paying customer.

What goes to the ERP and what stays in Vendria

When your store sends orders to an ERP, each field shows a small badge: Goes to the ERP for what is saved in the ERP order, and doesn't go to the ERP for what stays only in Vendria (screen, PDF and Excel). Check these badges before counting on a piece of information reaching the customer's back office.

After the quote leaves draft

With the quote sent, confirmed or canceled, the same data shows read-only on its page, in the Payment Terms and Freight and Delivery sections. To change it, the quote has to become editable again. See Whose turn it is, and when the quote freezes.

Common questions

The payment terms changed on their own when I chose the customer. The field was empty and was filled in from the customer record, from what was last paid in the ERP or from the store default. The line below the payment terms says which. Payment terms you had already chosen are not replaced.

I can't select On Terms. The total is still below the store's minimum installment.

Where do I change the store's default payment terms or freight? That is set up by your company's administrator; on the quote you only choose the value for that order.

The freight cost doesn't show up. In some stores connected to an ERP the field stays off the screen because that store's ERP does not receive it.