Accounts Receivable > Invoice > Recurring AR Invoice > Set Up Recurring AR Invoice Template

The Line Items page allows you to enter and review the line items entered for the recurring invoice transaction.

To enter line items and other relevant information in this page, perform the following steps:

1.Select any of the options available on how to enter line items in the Line Items grid:

oEnter line items one line at a time

a. Activate a new line in the Line Items grid by clicking the Append row to end button.

b. Enter the inventory item number in the Item # field. You may also click the Lookup button to show the Key Search window where you can select the inventory item. Once a valid item # is entered in this field, the item's related information are displayed in the corresponding fields in the grid. The Key Search window will only display the inventory items that are stored in the warehouse indicated in the Information page.

c. For subsequent line item entries, you may click the Append row to end button to activate a line in the grid or click the Insert row before current button to insert a blank line above the currently selected line item.

To delete a line item in the grid, select the line item that you want to delete; then, click the Delete button in the grid toolbar. .

oUse barcode scanner

If you have the Inventory Control module, have activated the Use Barcode Scanner feature in IC Module Setup, you can use a barcode scanner to enter line items. A Barcode field is displayed in the Line Items page and you can scan the SKU or UPC barcode IDs to enter line items in the grid. If the Update Same Line Item for Barcode Scanning checkbox is marked in IC Module Setup, scanning the same barcode ID multiple times updates the same line item record in the grid; otherwise, a new line item record is added in the grid each time the same barcode ID is scanned.

oUse Paste from Excel

You may paste line items to the grid from a Microsoft Excel spreadsheet or from any import source that is copied to the Windows clipboard. To use this feature, right-click anywhere on the Line Items grid to display a pop-up menu; then, select the option, "Paste from Excel." The line items data to be copied must be arranged in the same order as the columns in the Line Items grid to which you want to paste the data, must include all columns even if these are blanks, and must not include a header row.

Notes:

•If you enter an inventory item that does not have an inventory item record, the system will display a message box asking you whether the item is a non-stock item. Click the Yes button to confirm; otherwise, select the No button.

•You can change the default warehouse for inventory line items that you want to subsequently add in the grid by amending the value in the Warehouse field in the Information tab.

•The Item # field is replaced with Customer Item # field label if the Use Customer Item # option is activated in the customer record. Customer Inventory items are set up in the Customer Inventory Maintenance function.

➢If the selected line item in the grid has a substitute, the Substitute button in the grid toolbar is enabled. You may click it to display the Substitute Item # Full Search window where you can select a substitute for the line item. For more information, refer to the Substitute Inventory Maintenance section.

➢If you have the Inventory Specification module activated and the inventory item you entered has specifications set up, the Specification field is enabled. The Specification field automatically displays the item's specifications listing where you can select the specification code that you want to use in this invoice. You must enter a specification code in this field to successfully save the invoice. For information on how to set up item specifications, refer to the Set Up Item Specifications section.

➢If you enter an inventory item that does not have an inventory item record, the system will display a message box asking you whether the item is a non-stock item. Click the Yes button to confirm; otherwise, select the No button.

Notes:

•When you click the Yes button and the Check Unit Cost checkbox is marked in the AR Module Setup function, the unit cost for non-stock line items will be verified when you try to add another line item or when you try to save the transaction. If the unit cost is zero, a message box will be displayed that the unit cost for the non-stock item is zero and asking you if you want to continue.

•If you are adding a line item which is a non-stock item, you must enter its description in the Description field.

2.Accept or enter, in the Bin field, a bin from where the line item will be shipped. You may click the List box button to select a different bin. The default bin is the bin with an on-hand quantity and with the lowest sequence number based on the sequence of bins defined in the Bin grid in the Warehouse Maintenance function.

3.In the Ship Quantity field, accept or amend the default ordered quantity value of one (1). If you are shipping multiple units of the item and these units are stored in more than one bin, click the Hide/Show () button beside the Item # field to display the item Details nested tab. In the Bins tab, specify in the Ship Quantity field the number of units to be shipped from each bin.

4.Review or amend the values in the following fields, as applicable:

oWarehouse

This field displays the warehouse from where the line item will be shipped. The default value comes from the Information page. You may amend this value by entering another warehouse code in this field. Accept or amend the default item warehouse displayed in this field.

oU of M

Accept or amend the default item unit of measurement displayed in this field. The default value comes from the inventory item's record in Inventory Maintenance.

oUnit Price

This field shows the price of one unit of the inventory item. A unit of an inventory item could be single or a six-pack, etc. You can modify the price if the Allow Overwrite Price option is activated in the inventory item record, or the line item is a non-stock item. If you enter a price that is less than the average per unit cost, the system will display a warning message informing you of such. In that case, you may amend the value you entered or continue creating the recurring invoice template with a new unit price.

Notes:

•The Unit Price field will display the currency code if you are creating a transaction to a foreign customer. The unit price is shown in foreign currency.

•You can enter a negative amount in the Unit Price field if the Allow Negative Price option is activated in the inventory record.

oDiscount %

This field displays the discount percentage rate applied to one unit of the inventory item. The default discount rate comes from the Information page in the AR Invoice function or the discount rate set up in the inventory record, whichever is lower. For non-stock items, the default rate is always the rate from the Discount field in the Information page of the AR Invoice function. For non-discountable special priced items, the default rate is zero (0). You can modify the discount percentage if the line item is a non-stock item or if the Allow Overwrite Discount option is activated in the inventory item record.

oDiscount Amt

This field displays the discount amount based on the discount rate applied to one unit of the inventory item. Once a valid discount rate is entered in the Discount % field, AccountMate automatically calculates the discount amount by multiplying the discount percentage rate by the line item's extended price.

5.You may click the Hide/Show () button beside the Item # field to display the item Details, Remarks and Tax Amount nested tabs. You may perform the following in these tabs:

6.1. Review the item details information in the Details tab.

oDescription

This field is editable if the Allow Overwrite Description option is activated in the inventory item record. This field displays the description of the line item and the default description comes from the inventory item record. Accept or amend the default item description displayed in this field. If you entered a non-stock item, you must enter the non-stock item's description in this field.

oRevenue Code

This field displays the revenue code that defines the GL Account IDs to which sales revenue, sales returns, discounts and cost of goods sold values will be recorded. The default revenue code is from the customer, inventory item or salesperson record, depending on your choice in the Track Revenue By area in the General Information page of the SO Module Setup or AR Module Setup function. You can set a different revenue code for each line item, if you have the access right and the Allow Overwrite Revenue Code option has been activated in the Settings Page of the Inventory Maintenance function. Accept or amend the default revenue code displayed in this field.

oCommission

This field displays a value if you have chosen to base your commission on inventory items in the General Information page of the SO Module Setup or AR Module Setup. This field displays the commission code that determines the level of commission that will be credited to the salesperson. The default value is from the inventory item record. You can change the value in this field if the line item is a non-stock item or if you have activated the Allow Overwrite Commission option in the Settings page of the Inventory Maintenance function.

oWeight

This field displays the item’s shipping weight that AccountMate will apply to the default freight charge. The total freight charge is the sum of the extended weights of the line items on the invoice. The default weight is from the inventory item record. You can overwrite the value in this field if the Allow Overwrite Weight option has been activated in the Settings Page of the Inventory Maintenance function. On the other hand, you may leave this field blank if you apply freight charges based on something other than weight.

oTaxable

This check box shows whether the line item is taxable or not. A checkmark signifies that the line item is taxable; otherwise, it is not. The default value comes from the Settings Page of the Inventory Maintenance function. You can overwrite the default value if the Allow Overwrite Tax Status option is activated in the inventory record.

For companies with Canada country tax, a GST Taxable and PST Taxable checkboxes are available. These checkboxes shows whether the line item is taxable or not. Marking either one or both checkboxes signifies that the line item is taxable. The default value comes from the Settings Page of the Inventory Maintenance function. You can overwrite the default value if the Allow Overwrite Tax Status option is activated in the inventory record.

oTax Code

This field shows the customer's assigned sales tax code if the Taxable checkbox is marked. The default value comes from the customer's record. To amend, access the customer's record in Customer Maintenance.

For companies with Canada country tax, this field shows the sales tax code assigned to the customer if one or both of the GST/PST Taxable checkbox is marked. The default value comes from the customer's record. To amend, access the customer's record in Customer Maintenance.

oTax Amount

This field displays the tax amount based on the settings of the tax code entered in the Tax Code field for the line item. This field is enabled only if the Taxable checkbox is marked. You may accept or amend the value in this field.

6.2. The Remarks tab contains remarks regarding the inventory item currently selected in the Line Items grid. The default value comes from the Remarks/Image page of the Inventory Maintenance function. You can amend the value in this area if you activated the Overwrite Remark on Sales Order option in the item's maintenance record.

6.3. Review the line item's tax information in the Tax Amount tab. This tab is accessible only if the inventory item currently selected in the grid is marked as taxable; otherwise, this tab is disabled.

6.In the Freight field, review the default freight charges for this recurring invoice. You may accept or amend these values. The default freight code in this field is defined in the SO Module Setup function.

Note: If you have set the system to calculate freight charges by weight, it will compute the freight amount based on the weight entered in the Weight field in the line item. If you want to calculate freight charges by weight, activate the Calculate Freight Charge by Weight feature in the SO Module Setup or AR Module Setup function.

7.In the Adjustment field, you may enter an adjustment amount for the invoice that will be generated from this template. The system adds the amount in this field to the recurring invoice template's total amount inclusive of tax.

8.Click the View Sales History button to display the History of [xxx] Sales to Customer [yyy] screen where you can view previous transactions of the same line item to the customer.

Line Items Page

Line Items Page

See Also