Overview
Trading terms control how invoices and payments work for your customers in Ordermentum.
This guide explains:
The different trading terms options available
How invoices are generated
How payment due dates are calculated
Which settings affect your customers
Choosing the right setup helps automate invoicing and ensures payments are processed the way your business expects.
Before you begin
Make sure you:
Have access to the Supplier Dashboard
Understand how you want your customers to be invoiced and charged
Know whether your business prefers daily, weekly, or manual invoicing
Accessing Trading Terms
To configure your default trading terms:
Go to Settings > Trading Terms
Review the available configuration options
Trading Terms Explained
Invoice Date – The available options for when the invoice date begins when setting up or editing a customer’s Invoice and Payment details.
Invoice Frequency – The available options for how often invoices are generated when setting up or editing a customer’s Invoice and Payment details.
Payment Window – The time window when payments are processed on the invoice due date.
Day End – The local cut-off time used for end-of-day processing.
Invoice Week Start – The starting day of the invoicing week for the business.
Invoice Month Start – The starting date of the invoicing month for the business.
Payment Methods – The available payment method options when setting up or editing a customer’s Invoice and Payment details.
Payment Terms – The available options that determine when an order becomes due when setting up or editing a customer’s Invoice and Payment details.
Email – The type of email sent when a customer submits an order.
Smart Payment Retry – Allows Ordermentum to automatically retry failed card payments up to three times. Retries occur after 2, 4, and 6 business days. After the third failed attempt, the invoice remains marked as unpaid.
Invoice Email Delay in Hours – The delay before invoice emails are automatically sent to customers.
Invoice on Confirmation – When enabled, confirming an order immediately generates an invoice.
Important: The settings enabled here determine which options are available when setting up individual customers.
Updating Trading Terms for Individual Customers
To update the Invoice and trading terms of a specific customer, go to their profile and click Payment & trading terms:
Invoice Date
Determines when the invoice will be generated for an order.
There are two available options:
On Placement - The invoice is generated immediately once the order is created.
On Delivery - The invoice is generated on the order’s delivery date.
Invoice Frequency
The Invoice Frequency determines how often invoices are generated
There are 4 available options:
Manual - Invoices need to be generated manually by the supplier. Select the order you need to generate the invoice. Click the ⋮, and then 'Generate invoice'
On Place - Invoices are generated automatically as soon as the order is created.
For these two options, it will only be available if you have the grouped invoice setting enabled in Settings > General > Features > Group Invoice Enabled
Daily: Invoice will be generated daily
Weekly - Invoices are generated weekly based on the day selected in:
Settings > Trading Terms > Invoice Week Start
When are invoices generated?
By default, invoices are generated at 12:00 AM Sydney time. If you need invoices to go out at a different time, you can adjust this in your settings.
To change the invoice generation time, go to Settings, then Trading Terms, and look for the Email Delay in Hours field. Update this to the number of hours you want the invoice to be delayed from the default midnight run.
Payment Terms
Payment Terms determine when the invoice becomes due.
Options:
Invoice
The due date is based on when the invoice is generated.
EOD (End of Day)
The due date is set to the end of the day on which the invoice is created. You can set the time of your end of day on Settings > Trading terms > Day End
EOM (End of Month)
The due date is based on the month start date configured in:
Settings > Trading Terms > Invoice Month Start
EOW (End of Week)
The due date is based on the week start date configured in:
Settings > Trading Terms > Invoice Week Start
For customers paying by card or direct debit, payments are usually processed between 12:00 PM and 1:00 PM Sydney time.
Sample scenarios:
1st scenario: Pay On Place
If you want the customer to pay immediately once the order is placed, you can set them to be Pay On Place
Settings:
Available payment method = Debit / Credit Card
Invoice date = On placement
Invoice frequency = On place
Payment terms = Invoice + 0 days
The order will look like this:
💡 Tip: For customers paying upon order creation, it’s recommended to only enable “Debit / Credit Card” as their payment method. Card payments are confirmed instantly, unlike direct debit payments, which can take 2–5 business days to be verified.
2nd scenario: On delivery + Invoice
Customers will be charged on the delivery date
Settings:
Available payment method = Debit / Credit Card / Direct debit
Invoice date = On delivery
Invoice frequency = On place
Payment terms = Invoice + 0 days
3rd scenario: On delivery + Invoice + delayed payment
Customers will be charged on the day indicated on payment terms
Settings:
Available payment method = Debit / Credit Card / Direct debit
Invoice date = On delivery
Invoice frequency = Weekly
Payment terms = Invoice + 7 days
Let's say you've set your week to start every Monday, all orders that were placed starting from Monday to Sunday will have their invoices generated on Monday of the following week. Then their due date will be after a week (+ 7 days)
Example above:
Order placed: Monday 20th Jul
The invoice will be generated next Monday, 27th Jul, and then the due date will be 3rd August.
4th scenario: On delivery + EOD
Customers will be charged on the day indicated on payment terms
Settings:
Available payment method = Debit / Credit Card / Direct debit
Invoice date = On delivery
Invoice frequency = On Place
Payment terms = EOD
Order placed: Monday 9:00 AM
Delivery date: Wednesday
Invoice created: Monday 9:00 AM (immediately, since Invoice Frequency is On Place)
Due date: Wednesday at 1:00 PM (fixed cut-off time)
Payment charge attempt: Wednesday at 6:00 PM (your configured Day End time)
Troubleshooting
My invoices aren't generating when I expect them to
Check your Invoice Frequency setting in Settings > Trading Terms. If it's set to Manual, invoices won't generate automatically, you'll need to select the order, click the ⋮ menu, and choose Generate invoice yourself. If it's set to Weekly, invoices only generate on the day configured in Invoice Week Start, not every day.
Card payments aren't processing at the time I expect
Card and direct debit payments are usually processed between 12:00 PM and 1:00 PM Sydney time on the due date, not immediately at midnight when the invoice is generated.
Direct debit payments are taking longer to confirm than card payments
This is expected. Direct debit payments can take 2 to 5 business days to verify, while card payments are confirmed instantly. If a customer needs to pay immediately on order placement, set their available payment method to Debit / Credit Card only.
A customer's due date doesn't match what I expected
Check which Payment Terms option is applied to that customer (Invoice, EOD, EOM, or EOW). Due dates for EOM and EOW are calculated from your Invoice Month Start or Invoice Week Start settings, not from the invoice generation date itself.
I can't see the Weekly or Daily invoice frequency options
These options only appear if Group Invoice Enabled is turned on in Settings > General > Features.
FAQs
What's the difference between Invoice Date and Payment Terms?
Invoice Date determines when the invoice itself is generated (either On Placement or On Delivery). Payment Terms determine when that invoice becomes due for payment (Invoice, EOD, EOM, or EOW). These are separate settings that work together.
Can I set different Trading Terms for different customers?
Yes. Default trading terms are configured in Settings > Trading Terms, but you can override the invoice and payment settings for individual customers from their profile under Payment & trading terms.
How does Smart Payment Retry work?
If a card payment fails, Ordermentum automatically retries it up to three times, after 2, 4, and 6 business days. If the third attempt fails, the invoice remains unpaid and requires manual follow-up.
When exactly are invoices generated by default?
By default, invoices generate at 12:00 AM Sydney time. You can delay this by setting a value in Invoice Email Delay in Hours under Settings > Trading Terms.
Should I offer direct debit as a payment method for customers who pay on order placement?
It's not recommended. Direct debit can take 2 to 5 business days to verify, so customers set to pay on placement should generally only have Debit / Credit Card enabled, since card payments confirm instantly.
How is an EOW or EOM due date actually calculated?
For EOW (End of Week), the due date is based on the Invoice Week Start day you've configured in Settings > Trading Terms. For EOM (End of Month), it's based on the Invoice Month Start date in the same settings. For example, if your week starts on Monday, an order placed on Monday through Sunday will have its invoice generated the following Monday, with the due date calculated from that point.
When are card and direct debit payments processed?
Payments for customers paying by card or direct debit are usually processed between 12:00 PM and 1:00 PM Sydney time on the due date.
Need More Help?
If you're having issues with trading terms, invoicing, or payment setup:
Use the Help chat in the bottom-right corner of Ordermentum
Or email support@ordermentum.com