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. .  

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.

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.

➢If the line item is a special item, the Special… field displays a colored reference code either SN, Lot or Kit. You may double-click on this field to show the Special... nested tab below the highlighted line in the grid. In this tab, you can select the specific serial, lot or kit numbers of the units of special items for the invoice.

➢If the line item is a kit inventory item, the Kit… field will display either a STD or Custom colored reference code. You may double-click the reference code to display the Kit Formula nested tab. If this kit inventory item is a customized kit item, you may modify its formula in this window.  

➢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.

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.

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

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.

If the item is a stock item, this field shows the average per unit cost of the item in the warehouse as provided for this invoice. The average cost is taken from the inventory record. If the item is a non-stock item, enter the item's unit cost in this field.

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 invoice with the new unit price.

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.  

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.

6.1. Review the item details and field values in the Details tab. You may amend or accept the default values in the following fields:

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.

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.

This checkbox shows whether the line item is taxable or not taxable. A checkmark signifies that the line item is taxable; otherwise, it is not 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.

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.

This field shows the sales tax code assigned to the customer 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.

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.

6.2. The Remarks tab area contains remarks regarding the inventory item currently selected in the 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. In the Bins tab, enter in the Ship Quantity field the number of item units you want to ship from the selected bin location. The values entered in this field in this tab will automatically be reflected in the line item's Ship Quantity field in the main grid.

6.4. If the inventory item currently selected in the grid is a lot, kit or a serialized item, the Special tab is accessible. This tab shows the lot, kit or serial item details where you can view or amend the special item's ship quantity.

6.5. If the inventory item currently selected in the grid is a kit item, the Kit Formula tab is enabled where you can view or amend the kit item's formula.

6.6. The Tax Amount tab shows for your reference the tax code and tax entity entered for the line item. It also shows the line item's taxable amount, tax rate, tax bracket and tax amount due. Any changes in the tax-related information in the line item's grid for the currently selected line item will be reflected in this tab.

This field is enabled only if the Taxable checkbox is marked. Accept or amend the value displayed in this field.

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.