Adding Invoice Items – Overview
Your business may have miscellaneous charges like shipping, freight, or delivery charges that you need to add to a customer’s invoice.
You may also have charges that you want to set up as reimbursable charges. For example, you may incur lifting or crane fees on behalf of clients, and want this item to appear both on the bills you pay and on the invoice sent to a customer.
Other examples include miscellaneous labor, material, part charges, setup fees, and service charges.
From the main menu, click Customers > New Invoice Item, or
Unique Fields & Buttons
- This is a reimbursable charge – The “This is a reimbursable charge” checkbox is used to add purchase related fields to the form. It is used when an other charge is “bought” then in turn invoiced to the customer. See below for more detailed instructions on it’s usage.
- Description – Enter a description; make sure it is clear and precise. This description will be printed on your sales form.
- Amount – Enter a numerical value in the Amount field. If the value varies depending on use, leave it blank here and enter the value manually upon use (like in an invoice or a sale, for example).
- $ – Indicate that the value is monetary by clicking the “$” radio button.
- % – Indicate that the value is a percent by clicking the “%” radio button. When the percent radio button is selected, this item will multiply itself by the Amount field of the line item directly above it and put the result in it’s own Amount field. For example, an Other Charge of 20% will multiply itself times an $80 amount directly above it, and put the $16 result in it’s own Amount field.
- Income Account – Choose the account used to track revenue when the item is sold.
- Tax Code – Used to set a default tax code for the particular item. This is not a mandatory field and may be left blank if a compelling reason to use it is not found.
Use of the “This is a reimbursable charge” Checkbox
The “This is a reimbursable charge” checkbox adds purchase related fields to the General tab of the form, and a “COGS or Expense” field to the Accounting tab of the form. The feature is used when an other charge is “bought” then in turn invoiced to the customer. For example, acquiring a permit to perform work at a customer location would be an other charge which you “bought” when you acquired it from the appropriate authority. You pass this charge on to the customer, probably with a markup, in order to get reimbursed for the charge. Job costing becomes possible when the checkbox is ticked.
The General tab also changes when the “This is a reimbursable charge” checkbox is ticked. It will become identical to the general tab of an Invoice Item, minus the “Weight” field. See the related topic on adding an Inventory Part for relevant instructions.
Qty Checking Tab
The “Qty Checking” feature is used to setup custom alerts which warn when an attempt is made to sell either too little, or too much of a particular invoice item. See the related topic, “Items – Qty Checking” for detailed information on the feature.