The Edit Header Terms action opens the Grand Total Term dialog, which provides a clear summary of how the grand total is calculated including subtotal, terms, grand total and use tax. 

From this dialog, you can also edit terms at the global (header) level, allowing you to apply changes that affect all line items on the paysheet.

Below is an overview of each field displayed in the Grand Total dialog that allows for Global Term adjustments, along with how each contributes to the final calculated total:

• Subtotal
  Invoice gross amount before any terms are applied
• Freight
  Freight term applied from the source document. 
• Discount
  Discount term applied from the source document.
• Misc
  Miscellaneous term applied from the source document.
• Tax
  Tax term applied from the source document.
• Penny Rounding
  Displays penny difference between invoice and calculated amount.
• Grand Total
  Invoice net amount, calculated after all applicable terms.
  (Subtotal + Freight – Discount + Misc + Tax + Penny Rounding)
• Use Tax
  Use tax term applied from the source document. This value is not included in the grand total but is captured for tracking and reporting purposes.

The Grand Total Dialog includes several actions you can use to manage and update terms at the header level. Below is an explanation of each:

• Apply Tax (for Tax and Use Tax terms only)
  This action lets you apply the selected tax term using one of the following distribution options:
  • All Lines (default) – applies the term to every line item
  • Lines Without Tax – applies only to items without existing tax
  • Lines With Tax – applies only to items that already have tax
• Convert To (for Tax and Use Tax terms only)
  This action allows you to quickly switch the selected tax term to its corresponding counterpart:
  • Convert to Use Tax – available on a Tax term, this option converts it to a Use Tax term.
  • Convert to Tax – available on a Use Tax term, this option converts it to a Tax term.
• Edit
  Click the Edit icon, the label, or the amount to open the Edit Term window. This option is available for all terms.
• Delete
  Allows you to remove a term, but is disabled if the source amount is equal to 0.
• Reset
  Reverts all term changes made in the draft back to the original terms applied from the Purchase Order

The Edit Term window is available for all terms and can be accessed by clicking the Edit icon, the term label, or the term amount. This window is used to modify terms while the paysheet is in draft status, allowing you to enter the values as shown on the invoice.

Fields in the Edit Term window:

• Term
  Displays the code applied at the source level. Use the dropdown to select the term that appears on the invoice if it differs from the source term.
• Term Amount
  Shows the default amount derived from the source document. You can update this field to match the actual amount from the invoice. The field supports both dollar and percentage values; by default, it’s set to dollars. To switch to a percentage, click the dollar icon or select the desired option from the dropdown menu.
• Term Method
  Displays the distribution method used in the source document. Use the dropdown to select how the term should be distributed across line items:
  • Quantity - Distributes the term based on the quantity of each item.
  • Cost - Allocate the term proportionally based on the cost of each item. 
  • Equally - Evenly distribute the term amount across all selected items.

Action Buttons:

• Details
  Click the Details button to view how the term has been applied across line items including:
  • Term code, amount and cost
  • Line-level breakdown (line number, product, and amount applied)
  • Use the Back button to return to the edit term window or Close to return to the grand total term dialog. 
• Delete
  Removes the term from the draft. This option is disabled if the source amount is equal to 0.
• Reset
  Reverts any edits made in the draft and restores the original terms from the Purchase Order (source document).
• Apply All Lines
  This option applies the selected term to all line items by default. The dropdown lets you choose how the term is applied to line items:
  • Lines Without Tax – applies only to items without existing tax.
  • Lines With Tax – applies only to items that already have tax.

Navigating Back

To return to the Grand Total Term Dialog from the Edit Term window, use the Dialog Flip icon.

Edit Term Window: Tax/Use Tax

For Tax and Use Tax terms, the Edit Term window includes only the Term field. Use the dropdown to select the term that appears on the invoice.

The window also features a Convert To checkbox, which simplifies corrections when the wrong tax type was initially selected or when updates are needed during invoice review.

Edit Tax Term Window
A "Convert to Use Tax" checkbox is available. Selecting this option will convert the current tax term to a Use Tax term.

Edit Use Tax Term Window
A "Convert to Tax" checkbox is available. Selecting this option will convert the current use tax term to a Tax term.

 

The Add Terms action opens the Line Term dialog, which provides a clear summary of how the line item total is calculated including subtotal, terms, penny rounding, grand total and use tax. 

From this dialog, you can also edit terms at the line level, allowing you to apply changes to that line item on the paysheet.

Below is an overview of each field displayed in the Line Total Term Dialog, along with how each contributes to the final calculated total:

• Subtotal
  Line item gross amount before any terms are applied
• Freight
  Freight term applied from the source document to the line item.
• Discount
  Discount term applied from the source document to the line item.
• Misc
  Miscellaneous term applied from the source document to the line item.
• Tax
  Tax term applied from the source document to the line item.
• Penny Rounding
  Displays penny difference applied at the line level. 
• Grand Total
  Invoice net amount, calculated after all applicable terms.
  (Subtotal + Freight – Discount + Misc + Tax + Penny Rounding)
• Use Tax
  Use tax term applied from the source document to the line item. This value is not included in the grand total but is captured for tracking and reporting purposes.

The Line Total Term Dialog includes several actions you can use to manage and update terms at the line level. Below is an explanation of each:

• Apply Tax (for Tax and Use Tax terms only)
  This action lets you apply the selected tax term using one of the following distribution options:
  • All Lines (default) – applies the term to every line item
  • Lines Without Tax – applies only to items without existing tax
  • Lines With Tax – applies only to items that already have tax
• Convert To (for Tax and Use Tax terms only)
  This action allows you to quickly switch the selected tax term to its corresponding counterpart:
  • Convert to Use Tax – available on a Tax term, this option converts it to a Use Tax term.
  • Convert to Tax – available on a Use Tax term, this option converts it to a Tax term.
• Edit
  Click the Edit icon, the label, or the amount to open the Edit Term window. This option is available for all terms.
• Delete
  Allows you to remove a term, but is disabled if the source amount is equal to 0.
• Reset
  Reverts all term changes made in the draft back to the original terms applied from the Purchase Order.

The Edit Term window is available for all terms and can be accessed by clicking the Edit icon, the term label, or the term amount. This window is used to modify terms while the paysheet is in draft status, allowing you to enter the values as shown on the invoice.

Fields in the Edit Term window:

• Term
  Displays the code applied at the source level. Use the dropdown to select the term that appears on the invoice if it differs from the source term.
• Term Amount
  Shows the default amount derived from the source document. You can update this field to match the actual amount from the invoice. The field supports both dollar and percentage values; by default, it’s set to dollars. To switch to a percentage, click the dollar icon or select the desired option from the dropdown menu.
• Term Method
  Displays the distribution method used in the source document. Use the dropdown to select how the term should be distributed across line items:
  • Quantity - Distributes the term based on the quantity of each item.
  • Cost - Allocate the term proportionally based on the cost of each item. 
  • Equally - Evenly distribute the term amount across all selected items. 

Action Buttons:

• Back
  Click the Back button to return to the Line Total Term Dialog from the Edit Term window.
• Delete
  Removes the term from the draft. This option is disabled if the source amount is equal to 0.
• Reset
  Reverts any edits made in the draft and restores the original terms from the Purchase Order (source document).
• Save
  Save the updated term values.

Edit Term Window: Tax/Use Tax

The Edit Term window for Tax and Use Tax terms only includes the term field. Use the dropdown to select the term that appears on the invoice if it differs from the source term. 

 

When terms are modified while the paysheet is in drafting status, a term variance is triggered. 

Each term with a variance will display its own color coded badge, making it easy to identify which term has changed. Hover over a variance badge to view a tooltip with detailed information about the term applied at the source document in comparison to the invoiced document. 

Click the link for more information on variance badges.

Header badges indicate that a term has been applied to the document, whether at the source or invoice level. If a badge is visible, it means a term exists on the document; even if it was deleted from the invoice, as this reflects differences between the source and invoice levels.

Variance badges next to the invoice amount highlight discrepancies caused by changes to the net amount, such as differences in the term, amount, or method compared to the originally sourced terms.

The Terms column displays the distribution of terms across line items, showing the calculated amount and associated icon for each.

Modified term visually indicate variances that have been triggered at the line or global level.

These badges appear in the Terms column, allowing users to quickly identify whether a term has been altered from the original source document.

When a term is unchanged and directly derived from the source, the badge displays as gray, with the term specific color applied to the font and icon.

If a term is modified either at the line level or through global adjustment, the badge appears enabled. It adopts the term’s assigned color for the background, while the font and icon switch to white, signaling that a variance has been triggered from the original source data.

The Invoiced scoreboard reflects the total number of line items with triggered variances, giving users a quick overview of where term adjustments have occurred.

The following example illustrates how the Terms column displays a discount badge for a term that was modified at the draft invoice level, while the remaining three terms are sourced from the original document, highlighting a difference between the source and invoice.

Unlike other terms, penny rounding does not trigger a variance.

A badge will appear in the header to indicate that a penny rounding adjustment has been applied to the document. Additionally, the penny rounding badge will be shown on the specific line item where the adjustment occurred. However, because this is not a detected variance, the penny rounding badge will not appear in the invoiced scoreboard.

In the image, the Penny Rounding badge appears at both the header and line levels, but it is not shown in the scoreboard, as it does not represent a variance.