Invoice Lines Sub-Tab

This section includes the fields and descriptions for the Invoice Lines sub-tab.

Field	Description
Item No.	Here you enter the number of the item the customer has ordered. Maconomy verifies that the item has not been discontinued, and that it is assigned to the warehouse selected in the card part of the window. If you cannot remember the number of an item, you can use the search functions in the Find menu. If you are creating a text line in the invoice, leave the field blank. You enter the text in the “Description ” field and press Return. Item and text lines are printed on the invoice in the order they appear in the table part.
Quantity	Here you enter the quantity of items to invoice to the customer. If the item is under inventory control, and if you have Maconomy Trade, the “Sales Orders” and “Available” fields in the table parts of the windows Item Information Card and Item Information are updated when you enter a quantity here. When the invoice is printed, Maconomy updates the “Sales Orders” and “Stock on Hand” fields in the above two windows. If the item has inventory control, and if you have Maconomy Trade, Maconomy also checks that the quantity entered here is available. If the quantity ordered by the customer is not fully available, Maconomy alerts you. If your company uses the back order principle “By Reservation,” you can only enter as much of the item as is available in the warehouse. If you use the “By Packing” principle, you can invoice the complete customer order, knowing that the item’s stock will become negative as a consequence. However, if the warehouse in question does not allow negative stock and you specify a quantity greater than what is in stock, Maconomy displays an error message when you attempt to print the invoice. If the line is a text line, leave this field blank.
Unit	Here you select the item’s unit. Maconomy suggests the value from the item’s information card, but it can be changed. If the line is a text line, leave the field blank.
Description	Here you can enter an item description that will be printed on the invoice. Maconomy automatically suggests the description from the Item Information Card in the Inventory module. If this text exists in several languages, Maconomy selects the language of the Ship To Customer, specified on the Customer Information Card. You can change the description. If the line is a text line, enter the text here.
Unit Price	In this field, you can enter the item’s unit price on the invoice. If the invoice is assigned to a price list, and the item is included in the price list, Maconomy suggests the price from the price list. If the quantity justifies a quantity discount, or if a fixed price step has been specified on the invoice, the unit price suggested in this field will be the price on the price step in question as specified in the window Quantity Discounts in the Inventory module. However, the suggested price can be changed here if you and the customer have agreed on a special price. If the item is not included in the price list, or if you have not selected a price list for the invoice, Maconomy suggests the current cost of the item at the warehouse in question and adds the gross margin percent, both of which are retrieved from the item’s information card. This functionality only applies if the field “Sales Price Costing” has not been marked on the item’s information card. If sales price costing is used for the item, the price is still retrieved from the price list, but in this case, the cost is determined by the sales price, using the gross margin percentage. The cost is not shown, but it is used when posting the cost of sales. If the item is not in the price list, Maconomy suggests the price 0. Please note that the unit price of BOMs can be reduced if the following scenario occurs: If the item is a BOM with inventory control that does not use price control, this means that the price in this field should be calculated from the unit prices of the BOM parts. If the unit price of one of these BOM parts is calculated from cost and the BOM part is not assigned to the warehouse on the current line (by means of a warehouse assignment line in the table part of the window Item Information Card), the unit price of that BOM part is set to zero, which affects the price in this field. To set the price, Maconomy uses the delivery date on the invoice line to determine which price list is valid at the time of delivery. See also the description of the window BOM Information Card in the Inventory module for a more detailed description of BOM pricing. If the line is a text line, leave the field blank.
Discount %	Here you can enter a discount percentage for the item. If, instead, you enter an amount in the “Discount” field, Maconomy calculates the discount percentage from the amount and shows it here. If you have Maconomy Trade, Maconomy suggests a discount percentage from a valid discount table, an item discount agreement or a customer discount agreement. If the line is a text line, leave the field blank.
Discount	Here you enter a discount amount. The discount is deducted from the extended price. If you specify a discount percentage in the “Discount %” field, Maconomy calculates the amount from the percentage and shows it here. If you have Maconomy Trade, Maconomy suggests a discount percentage from a valid discount table, an item discount agreement or a customer discount agreement. You can change the values in the “Discount %” and “Discount” fields. If you change one of the values and press Return, Maconomy recalculates the other value, based on the new information. If you change or enter values in both fields, Maconomy uses the discount amount to calculate a discount percentage. If the line is a text line, leave the field blank.
Extended Price	This is the extended price calculated by multiplying the quantity ordered by the unit price and dividing this amount by the pricing unit. The pricing unit is retrieved from the Item Information Card in the Inventory module. Any line discount is then deducted. The extended price is added to the “Sales” field in the Price island in the card part of the window. The amount cannot be changed here.
Pricing Unit	This is quantity of units included in the item’s unit price. The value is retrieved from the Item Information Card and cannot be changed here.
Discount Desc.	This is the discount description printed on the invoice. If the description of the discount (be it item discount, customer discount or a discount from a discount table) granted on the line has been translated into the language specified in the card part of the invoice, the translation in question is shown here. If no such translation exists, Maconomy suggests the discount description specified for the discount in question in the window Item Discount Agreements, Customer Discount Agreement or Discount Tables, depending on the type of discount granted. However, you can change the text here. Translations are created in the window Language Texts in the Set-Up module. If you leave this field blank, Maconomy inserts the text “Line Discount” on the discount line. If the line is a text line, leave the field blank.
Reservation Date	This is the date the items are reserved in the warehouse. If the items are to be reserved for another date, you can change the date in this field.
Stock Location No.	In this field, you can specify the location in the selected warehouse from which the items on the current line are shipped. When you create a line, Maconomy checks if a standard picking location has been specified in the table part of the item’s information card on a line pertaining to the warehouse specified on the current invoice line. If a standard picking location has been specified and if this location is also marked as a shipping location in the window Warehouse Information Card, the item’s standard picking location is suggested In this field, but the value can be changed manually. If no standard picking location has been specified for the item or if the item has a standard picking location for the warehouse but it is not a shipping location, Maconomy suggests a blank value in this field. When this field is blank, the stock location number specified in the card part of the window will apply to the line.
Price List	This is the price list according to which the item line is priced. Maconomy suggests the price list from the card part of the window. If you have Maconomy Trade, the customer can be tied to another price list by a discount agreement. This price list will automatically be transferred to this field instead of the price list originally suggested, and the extended price will be calculated accordingly. The value in this field cannot be changed.
Price Step	This is the price step in the price list, which is used to price the item line. Maconomy suggests the price step justified by the amount of items ordered by the customer. If you specified a fixed price step in the “Price Step” field in the card part (and if there is a price on this level), Maconomy transfers the fixed level to this field. You cannot change it here.
Price at Step 1	This is the price of one pricing unit if the invoice is assigned to a price list which includes the item. You cannot change this price.
Quantity Disc.	This is the discount amount. The discount is the difference between “Price at Level 1” and the actual unit price in the invoice, multiplied by the quantity of items ordered, and divided by the pricing unit.
Internal Descr.	Here you can enter an internal description. Maconomy automatically suggests the internal description from the item’s information card in the Inventory module, but you can change it. The text is not printed on the invoice. It is only for reference. If the line is a text line, you can write a text here, but it will not be printed on the invoice.
Extra Text 1-10	In these fields, you can enter supplementary text for a further description of the current item. Maconomy suggests the value from the corresponding fields in the item information card, but you can change the value for the current invoice line.
Popup 1-5	In these fields, you can enter further information about the current item. Maconomy suggests the value from the corresponding fields in the item information card, but you can change the value for the current invoice line. The pop-up options are created in the window Popup Fields in the Set-Up module.
Location	In this field, you can enter a value for the dimension Location. If you do not manually enter a value, Maconomy will attempt to derive a value, using the order of priority set up in the window Dimension Derivation in the G/L module. However, any manually entered value will be overwritten if Maconomy can derive a value for which overwriting has been selected. If no value can be derived, Maconomy transfers the value from the field “Location” in the card part of the window. See the section on dimension derivation in the chapter “Introduction to the G/L module” as well as the description of the window Dimension Derivation for further information about dimension derivation.
Entity	The functionality of this field is similar to the functionality of the field “Location” above.
Project	The functionality of this field is similar to the functionality of the field “Location” above.
Purpose	The functionality of this field is similar to the functionality of the field “Location” above.
Spec. 1-3	The functionality of these fields is similar to the functionality of the field “Location” above.
Local Spec. 1-3	The functionality of these fields is similar to the functionality of the field “Location” above.
Campaign No.	In this field, you can enter the number of a campaign if the current invoice line is connected to a certain campaign in the Contact Management module. If you enter a campaign number in the card part, Maconomy transfers the number to this field when creating lines. The campaign number can be used for, for example, statistical purposes.
Activity No.	In this field, you can enter an amount activity if the current line relates to an activity and the invoice is assigned to a job. When you create a line on an invoice on which a job number has been specified, Maconomy attempts to derive an activity number using the following procedure: If the user manually enters an activity number, this number is used. If no value is entered manually, Maconomy checks the information card of the item specified on the line to see if an activity number has been specified there (see the window “Activity No.” in the card part of the window Item Information Card). If so, the activity number in question is transferred to this field. If no activity number was found in step 2, the activity number specified in the corresponding field in the card part of the invoice is used. If no activity was found in step 3, the activity number to be derived from the standard task of the task list assigned to the job on the invoice is used. If no job has been specified on the invoice, any manually entered value is changed to a blank value, as you cannot specify an activity to a line which does not pertain to a job.
Task	In this field, you can enter the name of a task if the invoice is linked to a job. If the corresponding field in the card part of the window contains a value, it will automatically be suggested in this field.