Adding Items to Invoices

When an invoice is generated, many of the fields will fill themselves in based on defaults, such as the Tax Code assigned to the customer being invoiced, the Department set as your default and the customer's Terms.  Your mission, should you choose to accept it, is to build the invoice itself.  You'll can do this by adding a combination of inventory items, billing codes and history codes under the Invoice tab.


Unless a different warehouse is specified on the dispatch or imported from a mobile device, the default warehouse will appear in the field to the far left. If you are tracking your inventory using individual technician warehouses, you'll want to set the warehouse field to reflect the warehouse the inventory items were sold from.

Next is the Item field, which is where you will select the Inventory Item, Billing Code or History Code you want added to the invoice. To add items to the body of the invoice, you can begin typing the name of the part or code into the Item field and ESC will auto-fill the rest of the available part for you.  If you're not sure what to type into the Item field, you can click the down arrow in that field to open the Search screen, which can help you to find the inventory, billing or history item you need to add to the invoice.

If a description has been assigned to the item, then you will see that description appear in the field to the right. Any description can be edited, so that information can be added/corrected/removed. Simply double-click into the Description field to make your changes.

Following the Description field, you'll see the Quantity field, Cost field, Ext Cost field, Price field and Amount field.  If you are working with a billing code or inventory item that have recorded or assigned costs and prices, you'll see this information fill itself in automatically.  All you'll need to do then is make sure the Quantity is correct.  If necessary, you can also adjust the Price of the item.  The Costs can only be manually adjusted if the item is a Billing code with cost accounts assigned to it.  Note: History codes will not have prices or costs.  

Continue adding items until you have everything you want to bill accounted for.  You may review the Totals and Costs at the bottom-right of the screen.  

If you realize that you have left off an item, and would like to place that item in a particular spot on the invoice, you can create a space for that item rather than simply adding it to the bottom.  To do this, highlight the item already in the invoice body that needs to be moved down and then hit the INSERT key on your keyboard.  This will 'bump' all of the items down one line, making room for a new item to be added in.

When you're satisfied that the invoice is complete, you may click the Save button on the toolbar.  Choosing the Print or Email options on the toolbar will also Save the invoice.


← Creating the Invoice

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  • Avatar
    Diana Hicks

    Discrepancy between invoice total and payment.

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    Scott Haugsjaa

    Hi Diana, can you elaborate a bit on what you're looking for or trying to determine? Thanks!

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