Terms and Conditions
Overview
Terms and Conditions – Business Explanation
Terms and Conditions is a foundational setup document in Dafater that allows a business to define and manage standard contractual clauses used across sales and purchase transactions. It ensures consistency, clarity, and legal protection when dealing with customers, suppliers, and partners.
What this document type is used for
The Terms and Conditions document is used to store predefined legal and commercial statements that are commonly included in business documents such as quotations, sales orders, purchase orders, and invoices.
These statements typically cover:
- Payment terms and timelines
- Validity of offers or quotations
- Delivery and acceptance conditions
- Warranty, liability, or usage guidelines
- Compliance, safety, or regulatory notes
By maintaining these clauses in one place, businesses can apply them consistently across all relevant transactions.
Prerequisites or setup requirements
Before using Terms and Conditions, a business should:
- Clearly define its standard contractual policies with legal or management approval
- Decide which versions are needed (for example, sales vs. purchases, domestic vs. international)
- Align internal teams (sales, procurement, finance) on the approved wording
Once defined, these standard terms can be reused without rewriting them for every transaction.
Typical workflow and business usage
Creation
The business creates one or more Terms and Conditions records, each representing a specific set of clauses.Selection during transactions
When preparing a sales or purchase document, users select the appropriate Terms and Conditions to apply.Automatic inclusion
The selected terms appear in the transaction document, ensuring all parties see the same agreed conditions.Review and updates
Over time, the business may revise or replace terms to reflect policy changes, legal updates, or market conditions.
This workflow saves time, reduces errors, and ensures compliance across all commercial documents.
Key business scenarios where it is essential
Sales quotations and contracts
To define offer validity, payment expectations, and delivery responsibilities.Customer invoicing
To reinforce payment deadlines, penalties, or dispute handling terms.Purchase orders
To communicate supplier expectations, quality standards, and acceptance conditions.Regulated or high-risk industries
Where safety, compliance, or usage clauses are mandatory.Multi-region or multi-customer operations
Where different customers or suppliers require different contractual terms.
Important considerations for users
- Ensure the wording is clear, professional, and legally reviewed
- Avoid overly complex language that customers or suppliers may misunderstand
- Use different Terms and Conditions sets where business models or regions differ
- Review and update terms periodically to stay compliant with laws and company policy
- Apply the correct version consistently to avoid disputes or confusion
In summary, Terms and Conditions in Dafater act as a central control point for contractual clarity, helping businesses operate smoothly, protect their interests, and maintain trust with customers and suppliers.
Standard Terms and Conditions that can be added to Sales and Purchases. Examples: Validity of the offer, Payment Terms, Safety and Usage, etc.
Basic Information
- Module: Setup
- Document Type: Setup
Fields
| Field Name | Label | Type | Required | Options | Description |
|---|---|---|---|---|---|
| title | Title | Data | ✓ | - | Name identifying this Dafater terms and conditions template |
| disabled | Disabled | Check | - | Disable this terms template from use in Dafater | |
| selling | Selling | Check | - | Apply these terms to Dafater selling transactions | |
| buying | Buying | Check | - | Apply these terms to Dafater buying transactions | |
| hr | HR | Check | - | Apply these terms to Dafater HR related documents | |
| terms | Terms and Conditions | Text Editor | - | Detailed contractual terms content used across Dafater documents | |
| termsandconditions_help | Terms and Conditions Help | HTML | Standard Terms and Conditions Example,... |
Guidance and examples for writing Dafater terms templates |
Permissions
| Role | Read | Write | Create | Delete | Submit | Cancel |
|---|---|---|---|---|---|---|
| Stock User | ✓ | |||||
| Sales User | ✓ | |||||
| Purchase User | ✓ | |||||
| System Manager | ✓ | ✓ | ✓ | ✓ | ||
| Sales Master Manager | ✓ | ✓ | ✓ | ✓ | ||
| Accounts User | ✓ | ✓ | ✓ | ✓ |
Related DocTypes
| DocType | Relationship | Module |
|---|---|---|
| Blanket Order | Linked from | Manufacturing |
| Company | Linked from | Setup |
| Delivery Note | Linked from | Stock |
| Job Offer | Linked from | HR |
| Material Request | Linked from | Stock |
| POS Invoice | Linked from | Accounts |
| POS Profile | Linked from | Accounts |
| Process Statement Of Accounts | Linked from | Accounts |
| Purchase Invoice | Linked from | Accounts |
| Purchase Order | Linked from | Buying |
| Purchase Receipt | Linked from | Stock |
| Quotation | Linked from | Selling |
| Rent Contract | Linked from | Dafater Property Management |
| Request for Quotation | Linked from | Buying |
| Sales Invoice | Linked from | Accounts |
| Sales Order | Linked from | Selling |
| Supplier Quotation | Linked from | Buying |
| Tender | Linked from | Dafater Tenders |