Add Invoice Line Items in Receivables

A line item increases the total amount the client owes for billing items such as a flat fee (for example, a shipping charge) or a variable fee (for example, two tickets for $10).

Note: You can include up to 50 line items per invoice.

  1. From Receivables, Invoices, under Standard, open an invoice record and select Add line item.

  2. Enter the effective date of the line item, specify when it's due, and set a post status.

  3. Search for the billing item, then enter a description, and any comments to identify the line item.

  4. If the client can receive a terms discount for early payment for the billing item, select Eligible for terms discount.

  5. If you collect sales tax, use the Sales tax field to select a billing item for sales tax. The tax amount automatically calculates and appears next to Sales tax amount.

    Note: Don't see this yet? Sales tax is in Limited Availability (LA) and releasing in waves. During the LA, we'll review and implement participant feedback to prepare for general availability.

    Note: To record standalone sales tax, select a billing item with the Sales tax type under Billing item and enter the tax in Amount. The amount is distributed across the billing item's entities, and Sales tax isn't available. Standalone sales tax doesn't depend on the client's tax status or the Sales tax business rule. On the invoice, the amount is included in Sales tax and Total amount, not Invoice subtotal.

    • The billing item's type must be Sales tax. For more details, see billing item types.

    • Sales tax is disabled when the client's tax status is "Tax exempt".

    • Also, this field doesn't display when "Our organization does not collect sales tax" is selected for the Sales tax business rule in Settings, Receivables, Business rules, General. For more details, see General.

  6. If the line item is subject to finance charges and late fees, select Subject to finance and late charges.

    Warning: To successfully generate finance and late charges, select Subject to finance and late charges on each applicable record. For example, when you select Subject to finance and late charges on a billing item, but not the invoice that includes the billing item, finance and late charges don't apply.

  7. Use Service provider to select the person at your organization who assisted the client.

  8. Under Distributions, specify credit and debit accounts, classifications using grants or transaction codes, and custom fields for reporting purposes. You can also select to distribute the information evenly or by percent.

    Note: The distributions you view are determined by the Use a single receivables summary account and never post applications business rule from Settings, Receivables. For more details, see Business rules - General.

  9. For Interfund entry set, select a set to balance accounts if the debit and credit accounts aren’t in the same fund. For more details, see Interfund Sets.

  10. Save the line item.

    To enter another new one, select Save and add new.

    To copy the current one, select Save and add copy. For example, clients may need recurring line items for the same service.