Items Tab
The Items tab is used to enter all the inventory items, quantities, amounts and so on for each item being sold, and, to provide background on the Item selected. The area for entering data is on the lower portion of the form, and, in one of the Line Item Details you may select by clicking on the Ellipse button before the Item Number label, the area for stock information will be on the bottom left portion of the form. First will be described the entering data portion of the form with the topic labeled, "Entering Line Item Data." Next will be described the area for review data with the topic labeled, "Stock Information."
Entering Line Item Data
You can change the Line Item Details on the fly from the Invoice Items tab form by clicking on the Ellipse button to the left of the Item Number field. You can pick a default Line Item Detail to use in the Company Preferences form. Whatever you select as a default will be visible when you Add New Invoices. Below are the descriptions for all the fields. You will need to review each of the Line Item Details.
Line items
1.In the Item Number field you have the choice of either selecting an existing Item Number from the combo box or entering a new Item Number in the combo box. If you choose to enter a new Item Number press the 'Enter' key after you type the Item Number and a message will appear asking if you want to add the Item Number. If you select 'Yes' the Inventory Items form will open where you will be able to enter a new inventory item. See: Adding Inventory Items. After you have completed adding inventory items, go back to the Invoice form to continue.
2.After you add or enter an Item Number you will notice many of the fields on the Line Item Detail like Description and Sales Price will fill in with data based on that inventory item. This can really help speed up data entry and is good reason why you should spend the time to enter data in key fields of the Inventory Items form like Description, Sales Price, and Unit Measure.
3.There is also an Ellipse button to the left of every Item Number field. When you click this button the Line Item Options form will open where you can do different things to the selected line item.
4.Misc and Service items can also added on this tab by entering item name on the Description column. Since there are no records for this items on the Inventory Items form, you have to manually enter all the information for these items including the sales price and any other additional information.
5.The Description field will automatically be filled in with the selected Item Number's description entered in the inventory items form. You can edit the description field for each line item without affecting the original description.
6.The Warehouse field is used to enter the warehouse where the selected Item Number will be shipping from. The Warehouse field also has a combo box that can be accessed by clicking in the Warehouse field. You may then click the warehouse location you wish to ship from from the combo box. See: Warehouses
7.The UOM (Unit of Measure) field is used to select the unit measure of the item being shipped. This field will automatically fill in based on the setting of it in the Inventory Items form. The UOM field also has a combo box that can be accessed by clicking in the UOM field. See: Adding Inventory Unit Measures or Inventory Unit Measure
8.The Ordered field is used to enter the number of the selected Item Number the customer wants to buy.
9.The Shipped field is used to enter the number of the selected Item Number that you would like to be shipped to the customer.
10.The Tax field is actually a combo box where you can enter different methods of sales tax for the selected line item. This can be important if you are charged sales tax on one line item but not on every other line item.
11.The Disc (Discount) field is where you can enter a discount percentage you want to give the customer on the selected item. If you want to give your customer a 5% discount when purchasing a particular item enter 5 in this field.
12.The Price field will automatically fill in with the selected Item Number's Sales Price entered in the Inventory Items form. You can override this price with a different amount if you need to.
13.The Total field will display the Shipped quantity multiplied by the Price field. If you shipped 5 and the sales price was 30.00 each then the total field would display 150.00.
14.The Additional Info field will automatically fill in with the selected Item Number's additional info entered in the Inventory Items form.
15.The Length field will automatically fill in with the selected Item Number's length entered in the Setup Tab of Inventory Items form.
16.The Width field will automatically fill in with the selected Item Number's width entered in the Setup tab of Inventory Items form
17.The Height field will automatically fill in with the selected Item Number's height entered in the Setup tab of Inventory Items form
18.The Weight field will automatically fill in with the selected Item Number's weight entered in the Setup tab of Inventory Items form
19.The Weight Total field automatically calculates the weight of all the ordered items.
20.The Code field is used to enter a code for this invoice. You can click the Ellipse button next to this field to open the Codes form where you can add new codes.
21.The Account ID (namely Sales Income, Inventory Assets and Cost of Sales) field will automatically be filled in with the General Ledger Account ID you assigned to the account during set up. See: Security form > Default Accounts tab. The Account ID field also has a combo box that you may then click on that will bring up the list of Accounts so that you may change the Account as appropriate.
22.The Job ID field can be used to assign a Job ID to track the sales for a job. This field also has a combo box that you may click the Job ID number you are referencing from the combo box. See: Jobs. Once a Job ID is selected on the first line item, it will then be carried on each subsequent line item automatically.
23.The UPC Code (Bar Code) field will automatically be filled up by the UPC Code entered from the Inventory Items > Inventory tab. You can also search for items you want to add in your Invoice using this column.
24.The Profit field is a read only field that will show the positive gain for a sale after subtracting the cost from the sales price entered on the Inventory Items > Pricing tab form. Example. Item A's Sales price is 9.99, Cost is 6.44. Using the formula: Sales Price - Cost = Profit [9.99 - 6.44 = 3.55], 3.55 is the profit for Item A and will be shown on the profit column.
25.The Margin field is a read only field that will show the ratio of profitability calculated as profit divided by sales. Example, Item A's Sales Price is 9.99, Cost is 6.44. Before margin can be computed based from the sales price and cost, you need first to identify the profit. To compute for the profit, here is the formula: Sales Price - Cost = Profit [9.99 - 6.44 = 3.55]. Now that the profit is identified, you can then compute for the Margin. To compute for the margin, here is the formula: Profit/Sales Price * 100 [3.55/9.99 = .3554 * 100 = 35.45%]
26.The Profit Total field shows the sum of profit per line item selected. Example,Item A's Sales price is 9.99, Cost is 6.44 and you have ordered 5 pcs for this item. Using the formula for Profit: Sales Price - Cost = Profit [9.99 - 6.44 = 3.55], 3.55 is the profit for Item A. Multiply the profit by the qty ordered [5] which gives you a total of 17.75. This is the total profit for Item A where qty ordered is 5.
Note that UPC Code, Profit, Margin, and Profit Total are not shown by default on Invoice Items tab. You will have to add those first by right - clicking on the column header and select Column Chooser.
27.The Original Order field will show the order where the invoice is created from that helps easily in tracking the order later on.
28.The Date Ship field will show the date assigned for the item to get shipped. This field is configured from the Inventory Item form > Setup tab > Inventory Setup area, though you can change this date directly in this form if you need to. You may also click the dropdown button next to this field to open the miniature calendar form where you can graphically enter the date.
29.The Drop Ship checkbox is checked if the item selected is set to be a drop ship item in the Inventory Item form > Setup tab > Inventory Setup area, though you can enable this if you need to. Items that are marked as drop ship are those items that can be processed when converting the Sales Order to Purchase Order [Drop Ship Selected].
30.The Sales Income field will automatically be filled in with the Sales Account ID setup in Security form > Default Accounts tab. It is also a combobox that you can use if you want to select another Account ID for your Sales.
31.The Inventory Assets field will automatically be filled in with the Inventory Account ID setup in Security form > Default Accounts tab. It is also a combobox that you can use if you want to select another Account ID for your Inventory Assets.
32.The Cost of Sales field will automatically be filled in with the Cost of Sales Account ID setup in Security form > Default Accounts tab. It is also a combobox that you can use if you want to select another Account ID for your Cost of Sales.
Stock Information
1.The Item Number field will display the Item Number and the Description of the selected item in the Line Item Details area. Click the Ellipse button next to this field to open the Inventory Warehouse Stock form.
2.The In Stock field will display how many of the selected items are currently in stock.
3.The Allocated field is read only and will display how many of the selected items are currently allocated to other transactions. This field is able to be adjusted in the Orders form. See: Adding Orders.
4.The Committed field will display how many of the selected items are currently committed for other transactions. Also See: Committed Inventory Rules.
5.The Available field will display how many of the selected items are currently available for sale.
6.The Back Order field will display how many of the selected items are currently on back order.
7.The On Order field is read only and will display how many of the selected items are currently on purchase orders.
8.The Weight, Volume and Location fields will be read only, and, also automatically fill in based on the value setup in the Unit Measure form you selected in the lower half of this form. This information will be printed on the invoice.
Toolbar Buttons
Background on toolbar buttons such as Post, Customer, Receivable, can be reviewed in the Invoice Overview help section. See: Invoices Overview
Related Topics
Total Profit and Total Margin Fields
Secure Profit and Margin Columns
Bar Code/UPC Code in Order and Invoice forms