Add Lines to a Sales Invoice

You can add lines to a sales invoice to include additional charges, whether they relate to a specific job code, material, labour, or an ad-hoc free-text item. Lines can only be added while the invoice is at Draft status.

The Edit button appears on the invoice detail page only when the invoice is at Draft status. Once progressed beyond Draft, lines cannot be added or modified.

Before You Begin

  • The invoice must be at Draft status.

  • Your security profile must include the Edit permission for Sales Invoices.

  • Non-billable job codes cannot be added to a sales invoice. Only job codes with a billable status of 'Yes' are available in the picker.

Add a Line

  1. Go to Orders > Sales Invoices Dashboard.

  2. Select the invoice you want to edit.

  3. On the invoice detail page, select Edit (pencil icon, top right).

  4. In the Lines section, select Add.

  5. The Edit Invoice Line dialog opens. In Type, select the type of line you are adding:

    • Job code: in Job code Picker, search for and select a job code. The picker is restricted to the contract's Job Code Group. The following fields are automatically populated from rate books and financial code allocations and cannot be edited directly:

      • Code

      • Description

      • Unit Price

      • Cost Centre

      • Account Code

    • Material code: in Material code Picker, search for and select a material code. The following fields are automatically populated and cannot be edited directly:

      • Code

      • Description

      • Unit Price

      • Cost Centre

      • Account Code

    • Labour: in Labour Picker, select a labour code from the dropdown. The contract's configured labour codes are available. The following fields are automatically populated and cannot be edited:

      • Code

      • Description

      • Unit of measure

      • Unit Price

    • Other: no code picker is displayed. In Code, enter a reference manually if required. This field is optional.

  6. In Quantity, enter the quantity for this line. The field defaults to 1 and accepts up to three decimal places.

  7. In Description, review or update the line description. For Job code and Material code lines this is auto-populated from the selected code but can be edited. For Other lines, enter a description manually. This field is required.

  8. In Unit of measure, select the applicable unit of measure from the list. This field is optional and defaults to No Unit of Measure. For Labour lines this is pre-populated and cannot be changed.

  9. In Unit Price, review or update the price per unit. For Job code, Material code, and Labour lines this is auto-populated from rate books but can be edited. Negative and zero values are permitted.

  10. In VAT code, select the applicable VAT code from the list. This defaults from the contract configuration. The VAT rate and VAT amount fields are calculated automatically and cannot be edited.

  11. In Order, review or select the order this line relates to. For single-order invoices, this defaults to the order and cannot be changed. For batch or non-order invoices, use the search picker to select an order from the contract. This field is optional.

  12. In Cost centre, select the applicable cost centre from the list. This defaults from the financial allocation rules for the revenue transaction type, where configured.

  13. In Account code, select the applicable account code from the list. This defaults from the financial allocation rules for the revenue transaction type, where configured.

  14. Review the Total field, which shows the calculated line total (quantity × unit price + VAT). This field is read-only.

  15. Select Save to add the line to the invoice, or select Close to cancel.

Edit an Existing Line

  1. Select Edit on the invoice detail page.

  2. In the Lines section, select the line you want to edit.

  3. The Edit Invoice Line dialog opens with the current values.

  4. Modify the fields as required. The following fields are editable:

    • Quantity

    • Description

    • Unit Price

    • Unit of measure

    • VAT code

    • Cost centre

    • Account code

  5. Select Save to apply the changes.

Remove a Line

  1. Select Edit on the invoice detail page.

  2. In the Lines section, select the delete or exclude option next to the line you want to remove.

  3. The line is removed from the invoice.

Notes

  • Non-billable job codes do not appear in the Job code Picker and cannot be added to a sales invoice.

  • All changes are recorded in the invoice's Audit tab.

  • For batch invoices, the Order picker filters available orders by the contract associated with the invoice.

  • A security profile permission controls access to the Edit function. Non-admin users without this permission cannot add, edit, or remove lines.