Invoice Items – Overview

By |2021-07-25T04:04:01-05:00March 25th, 2018|Comments Off on Invoice Items – Overview

Introduction

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.

Form Access

  • From the main menu, click Customers | New Invoice Item, or

New Invoice Item

New Invoice Item File Path

  • From the toolbar, click the Add New Item button.

New Item from Toolbar

Usage

In short, select an invoice item Type from the drop-down list then complete the necessary fields in that form.  Each item type has different fields.

Unique Fields & Buttons

Other Charge – Reimbursable Box

  • 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.

General Tab

  • 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.

Accounting Tab

Complete the fields in the Accounting tab (illustrated below).  Here it is assumed here that the “This is a reimbursable charge” checkbox is not ticked.  See the section below on use of that checkbox.

  • 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.

 

Here is a quick summary of the various item types. See Related Topics link below for more information.

Inventory Part

Use this type to allow the software to keep track of how many you have by quantity.  You count these items.  You track and move them between warehouses/trucks. They are an asset you want to keep track of.  They are not costed to a customer until you sell it on an invoice/sales receipt or transfer it out of stock using an adjustment.

Examples: nozzles, piping, hoses, breakaways, filters, etc.

Non-inventory Part

Use this type to buy and sell items you do not wish to maintain asset value for.  You may count some of these items internally for reordering purposes.  You may see the history or purchases and sales, but the system will not track the quantities on hand.  These items are immediately expensed when purchased.  They are not costed to a customer unless the “special purchase box” is selected and you place the item on a purchase transaction (item receipt, bill, check, credit card charge) and reference the Customer:Job.

Examples: pipe dope, thread tape, penetrating oil, sar-gel, miscellaneous small dollar items, etc.

Serialized

Use this type to allow the software to keep track of how many you have by the unique serial numbers.  You register and keep track of warranty information for these items and they will become customer equipment.  You track and move them between warehouses/trucks. Many times, these items are drop-shipped to the location after being ordered.  They are an asset you want to keep track of.  They are not costed to a customer until you sell it on an invoice/sales receipt or transfer it out of stock using an adjustment.

Examples: card readers, circuit boards, tanks, dispensers, etc.

Service

Use this type to invoice for labor driven tasks.  These items are often referred to as tasks or services.  They are typically costed through payroll functions as they are tied to labor.

Examples: labor, repair codes, flat rate tasks, testing, trip charges, diagnostic fees, etc.

Other Charges

Use this type to invoice for things items which are not parts, materials, and/or labor.  These items are often used for billing.

Examples: freight, billing adjustments, permit fees, retention billed , etc.

Related Topics

Items – Invoice Item List
Items – Add Item – Discount
Items – Add Item – Group
Items – Add Item – Inventory Part
Items – Add Item – Payment
Items – Add Item – Serialized
Items – Add Item – Service
Items Defined

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About the Author:

HVAC Electrical Plumbing Software

Aptora delivers a true All-In-One services software solution including CRM, accounting, payroll, inventory, vendors, sales, marketing, dispatch, flat rate pricing, and more. NO 3rd party plugins or integrations required. Created by contractors for contractors, we know what it takes to grow your services-based businesses.

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