Add Items to an Invoice

1. While in the Edit Invoice window, click the Add button. The Add Invoice Item window opens.

2. Complete the fields as described. Items marked with an asterisk are required before submitting an invoice.

   • Invoiced Quantity: Enter the quantity from the vendor's invoice.

   • Unit of Measure: Select the type of unit from the pull-down list. Unit types are defined in Purchasing Configuration.

   • Part No.:

   • Bid No.: Enter if available for this item.

   • Unit Price: Enter the price for a single unit. The value in this field, along with the quantity, is used to calculate the Item Total.

   • 1099: Defaults to No for non-1099 vendors, but may be changed if needed.

   • Tax Rate: Defaults to zero; enter a rate if needed.
     Note: Entering a tax rate in this field does not automatically apply sales taxes. To apply sales taxes to the invoice, use the Apply Tax command after you add all items to the invoice. See Apply Tax to a Vendor Invoice.

   • Use Tax: This field defaults to Yes if the system has been set up for use tax in Purchasing Configuration and the payment vendor is an out-of-state vendor. It defaults to No if the system hasn't been set up for use tax or the vendor is an in-state vendor. This item may be changed until the invoice is submitted. See About Use Tax for more information.

   • Item Total: Read only; calculated based on invoiced quantity, unit price, and tax rate.

   • Asset: Specify if the item is to be added to the Capital Assets module. The default selection of None indicates that the item won't be added to the Capital Assets module. Select from Capital or Inventory if the item is to be added to Asset Management.
     Note: You'll be able to assign an asset number after the invoice and invoice items are saved.

   • Account Code: Enter the account code(s) using either the Account Code Assistant or the Account Code Allocation window.

   • Item Description: Enter text.

3. If you need to add more items to the invoice, click the Save and Add button. Repeat steps 1-2 for the new items.
   If you're done adding items to the invoice, click the Save button. The item receives a number based on the invoice number & line number.

4. Click Cancel to return to the Edit Invoice window.

5. When finished adding items, click the Save button to save the invoice,
   OR click the Save and Add button to create another invoice. Then repeat steps 1-5 for the new invoice.

Continue with Add Shipping Cost, Apply Tax, or Apply Discount/Premium, if needed, or Submit a Vendor Invoice or Express Warrant Printing.

Note: These functions — and others — can all be completed from either the Edit Invoice window or, for single invoices, from the Vendor Invoice window. Additional functions available in the Edit Invoice window are Copy Invoice and Set Invoiced Quantities.

Return to Create a Direct Invoice

Return to Create a Credit Memo

Return to Create an Employee Reimbursement

Return to Vendor Invoice Overview