Configure Terms and Conditions for Your Documents

Set up custom terms and conditions in Kuvera Arc that automatically appear on sales invoices, purchase orders, and other business documents.

The Terms and Conditions module lets you create reusable legal, business, or operational text for printed and exported documents. Define terms once, then make them available for selection across sales and purchase document workflows.

Where terms appear

Terms can be applied to supported sales and purchase documents.

Terms and Conditions module

Sales invoices

Add customer-facing payment, return, delivery, or policy terms.

Sales orders

Include order confirmation terms and customer-facing conditions.

Purchase bills

Add supplier-facing or internal purchase conditions.

Purchase orders

Include supplier agreement clauses and delivery expectations.

Printed receipts

Show concise receipt-level conditions where supported.

Exported documents

Keep terms consistent across printed and exported document outputs.

Terms are linked to a document type: Sales or Purchase. Sales terms appear only in sales workflows, and purchase terms appear only in purchase workflows.

Sales Terms

Sales Terms and Conditions are used for customer-facing documents such as sales invoices, sales orders, and receipts.

Use them for payment terms, return policies, delivery conditions, warranty notes, or customer-facing legal language.

Purchase Terms

Purchase Terms and Conditions are used for supplier-facing or internal documents such as purchase bills and purchase orders.

Use them for supplier agreement clauses, delivery expectations, procurement policies, or internal purchase conditions.

Access Terms and Conditions

1. Open Configuration

   From the left navigation panel, go to Configuration.

   Configuration in the sidebar

2. Open Terms and Conditions

   Click Terms and Conditions.

   Terms and Conditions menu item

3. Select a tab

   Choose Sales Terms and Conditions or Purchase Terms and Conditions to view the relevant listing.

Terms listing

The terms listing shows active terms for the selected document type.

Terms listing

Name of Terms

Identifying name or title for the terms entry.

Created Date

Date the terms were originally created.

Options Menu

Provides actions to edit or disable the terms entry.

Only active terms appear in document selection dropdowns. Disabled terms are retained for audit purposes but are no longer selectable.

Create new terms

1. Open Terms and Conditions

   Go to Configuration and open Terms and Conditions.

2. Click Add Terms and Conditions

   Click Add Terms and Conditions to open the creation panel.

   Add Terms and Conditions button

3. Fill in the terms details

   Enter a name, select the terms type, and write the full terms text.

   Add Terms and Conditions form

4. Save the terms

   Click Add New Terms and Conditions. The terms become available in the relevant document workflows.

Terms fields

Name for the T&C

Required. Use a clear label that helps users identify the terms during document creation.

Examples:

• Standard Sales Terms
• Net 30 Payment Terms
• Supplier Delivery Conditions

T&C Type

Required. Select the workflow where the terms should be available.

• Sales — customer-facing documents
• Purchase — supplier-facing or procurement documents

Terms and Conditions text

Required. This is the full body text that appears on printed or exported documents.

Keep the text clear and concise so it fits well within document layouts.

Keep terms concise. Long terms can push totals, signatures, and payment details onto another page. For detailed policies, consider maintaining a separate full terms document.

Newly created terms are immediately active and available for selection in the relevant Sales or Purchase document workflow.

Edit existing terms

1. Open the terms listing

   Go to Configuration > Terms and Conditions and select the appropriate tab.

2. Open the options menu

   Locate the terms entry you want to update and click its Options menu.

   Terms options menu

3. Select Edit Terms and Conditions

   Click Edit Terms and Conditions to open the editing panel.

4. Update the terms

   Modify the name, type, or body text as needed.

5. Save your changes

   Click Save or the confirmation action to apply updates.

Updated terms are reflected immediately for future document selection. Finalized documents retain the version applied at the time of creation.

Disable terms

Disable terms when they are no longer applicable, such as expired seasonal policies or outdated supplier clauses.

1. Open the terms listing

   Go to Configuration > Terms and Conditions and select the relevant tab.

2. Open the options menu

   Find the terms entry and click its Options menu.

3. Select Disable Terms and Conditions

   Click Disable Terms and Conditions. The entry is removed from active use.

Disabling terms removes them from document selection immediately. Confirm the terms are no longer needed before disabling them.

View and reactivate disabled terms

Disabled terms are retained for audit and can be reactivated.

Disabled Terms and Conditions view

1. Open Terms and Conditions

   Go to Configuration > Terms and Conditions.

2. Open the options menu

   Click the Options menu on the listing page.

3. View disabled terms

   Select View Disabled T&C to see deactivated terms.

Disabled terms table

Name

Name of the disabled terms entry.

Disabled On

Date the terms were deactivated.

Disabled By

User who disabled the terms.

Action

Available actions, such as reactivating the terms.

Reactivating a disabled term restores it immediately to the relevant Sales or Purchase document selection workflow.

System behavior

Sales terms

Sales terms are selectable only in Sales document workflows.

Purchase terms

Purchase terms are selectable only in Purchase document workflows.

Active terms

Only active terms appear in document selection dropdowns.

Disabled terms

Disabled terms are excluded from selection but retained for records and audit history.

Immediate availability

Newly created and reactivated terms are available immediately.

Reusable terms

Each terms entry can be reused across multiple documents of the same type.

Use Terms and Conditions to keep legal, payment, delivery, and policy language consistent across your sales and purchase documents.