Invoice Line Items
This is the add/edit invoice line items page. This is also where you may add/edit payments for an invoice. This includes payments made after the invoice has been created.

Note: Changes made to this page will not be automatically reflected on the main invoice details. You must manually update the main invoice information.

The page is divided into a number of sections. The add/edit forms are at the bottom of the page. Make sure and check the name of the submit buttons in order to know what mode the page is in. To edit the main invoice info, click on the [edit main] link at the top of the page. If you have admin clearance, the [verify] link is where you take care of payroll approval.

When the page is in the add mode, there is a field that allows for you to add a line item by searching the existing parts in the database. If you decide to use this search and add feature, you will be taken to a different page (search results) and then prompted for action. Once the action is complete, you will be rerouted back to this invoice line items page.

The form fields for the add/edit invoice line items page are as follows:

1. Location - This will default to the same location as the main invoice. Choose from the list provided.

2. Quantity - Enter the quantity. This number may be positive or negative and may contain numbers and decimals. There is a max of five (5) decimals that are allowed.Ex: 1.00

3. Part Number - This is required and must be a valid part number in the system. There is also a drop-down menu below the part number field for special line items. Choose one or the other. Both values are not allowed at the same time. There is a link to help you search for parts in a different window. In the edit mode, there will also be a checkbox. If the part number is staying the same, leave the checkbox alone and make your other changes. If changing the physical part number to something else, make sure and check the box. Please note that changing the part number is allowed but has reaching consequences. If changing the part number, make sure to check the box and also check the vendor (they must match).

4. Stock - This should be 0 unless adding or editing a stock number as a line item.

5. Vendor Name - Choose a vendor from the list provided. There are a couple of hard coded vendors at the top of the list that deal with stock numbers (units) and system hard coded parts such as Labor, Freight, and Shop Supplies.

6. Cost - This is the cost of the unit (basis) or part cost per unit. This must be 0 or a positive number. The cost field has a max of five (5) decimal places.

7. Saleprice - This is the retail price or saleprice on a per item basis. This must be 0 or above. There is a max of five (5) decimal places for the saleprice.

8. Description - Required and must hold at least three characters. Field has a max of 255 characters.

9. Line Show/Hide Status - Required. This is where you control the show/hide status of the line item. If hidden, the price must be set to 0.00. It may still have a valid cost, but needs a price of 0.00 so that the invoice sub total will be correct even if hidden. If a line is hidden, it will still be attached to the invoice just not available for all to see.

10. Line Sort - Required. The default is 100. This field must be 0 or above and controls the placement (sort order) of the invoice line items. The physical sort of the line items is first by this value and then by the order in which they were added to the invoice (id number for each line item).

11. Tax Category - Choose a tax category from the list provided. All tax categories except for Taxable and With Tax Included will calculate to 0.00. If you do not want the system to recalculate the taxes, leave the checkbox unchecked and the tax values will be grabbed from the fields below (manual settings). If the little checkbox is checked, the system will recalculate and overwrite the existing values.

12. State Tax - Enter the state sales tax.

13. County Tax - Enter the county sales tax.

14. State Tax - Enter the city tax.

15. Other Taxes 1 to 5 - These are special tax fields. The system can recalculate them for you or you may look them up by using the link provided. These taxes are location specific.

16. Out of Area Tax - This is a special tax field for financed deals. This is for out of state sales that we need to collect taxes but they will not show up on the sales tax report.

17. Due Date - This shows the date the invoice is due. It is turned on and set up on the corp wide settings page. There is more information on the view cart help page.

These are the field for the add/edit invoice payments:

If you have an Adilas.biz merchant account, you may use the go to payment page graphic or the payment form to go to the secure payment page (credit cards). If you use the payment form, enter the amount, select the money type and hit add payment (purposely leave the cc approval code blank). If the money type is a credit card type (visa, mastercard, amex, discover, debit card) the application will send you to the payment page. Once the transaction is complete, you will be rerouted back to this page again. Valid transactions will have new drill-down links for viewing full transaction details.

1. Amount Paid - This is the physical amount paid. Use numbers and decimals.

2. Calc Change Due - This is only available for the add mode. The default is "Yes - Auto (default)". This allows the system to look at the amount paid and satisfy the invoice and show the change due, if any. If the setting is set to "No - Manual Override", the payment will be applied without the system changing anything.

3. Money Type - Choose a money type from the list provided. There is special validation for checks and values entered on account. Anything that has the value of on account must be set to a 0.00 amount. If a person is paying off an existing amount, use the real value and real money type to record the payment. Each invoice may have unlimited payments if needed. The balance due will be recorded for each invoice.

4. Check Number - Enter a check number if applicable. Max of 25 characters.

5. CC Approval - Enter the credit card approval number or authorization code. Max of 100 characters.

6. Payment Notes - Optional field that can hold up to 255 characters.

7. Transaction Date - Enter the date the payment is made. This date is used to figure out the age of receivables. Use the m/d/yy format for all dates.