You can add invoice line items on an invoice's General page in the Line Items section. Line items can be added when creating invoices or editing invoices that have not been submitted for posting. After the invoice is saved, each invoice line item appears as a row in the Line Items section table. In addition, each invoice line item is stored as a separate record.
When creating fee line items
•If the timekeeper's contact record has rates set for specific task categories on the Rates page, the appropriate rate is automatically displayed in the Rate field when you select a category from the Category drop-down list. Inactive categories, if any, are displayed but cannot be selected.
•If the timekeeper has no rate assigned for the task category of the line item, or the rate period does not fall within the service date, the default rate value of the contact is displayed instead.
•You can overwrite the automatically displayed rate if necessary.
•The currency of the timekeeper is disregarded. Only the rate amount from the timekeeper's contact record is displayed automatically, even if the contact's currency is not the same as the invoice.
When creating expense line items
•Depending on system settings, the rate for expense line items may include 2-5 digits after the decimal points. This is useful for rates that use fractions of a cent, such as photocopying at $0.055 per page.
•If you enter values in excess of the specified number of decimal places for expense line items, the value will be rounded. For example, if the system specifies 2 digits after the decimal place and you enter 0.0345, the value will be rounded to 0.03. If you enter 0.0379, it would be rounded to 0.04.
•If you enter values with less than the system setting for the number of decimal places, the value will be padded with zeros. For example, if the system specifies 5 digits after the decimal place and you enter a value such as 0.03, the value will be padded to 0.03000.
For information about adding line items by copying existing line items, see Copying an Invoice Line Item.
Note: You can enter negative values in Line Item section fields.
1.If it is not already open, open the invoice to which you want to add a new line item or, on the Invoice List page, click the Edit Record icon. 2.On the invoice's General page in the Line Items section, complete the appropriate fields. See Invoice General Page Line Items Section Field Descriptions for more information. 3.Click Add to add the line item to the invoice. 4.Repeat steps 2 and 3 to add additional line items. 5.Select a save option. |
Invoice General Page Line Items Section Field Descriptions
Some field descriptions that follow may not display based on system settings and your assigned rights. Field descriptions are listed in alphabetical order and may display in a different order in the application.
Label
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Description
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Activity
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(optional) If you selected Fee from the Item Type drop-down list, select the appropriate activity category from this drop-down list.
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Adjusted Amount
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This field is automatically calculated after a Line Item is adjusted. Amount = (Rate) x (Hrs/Units) - Discount
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Adjusted Discount
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This field automatically displays the Original Discount value.
You can change the value to adjust the Line Item. For more information, see Adjusting Line Items with Discounts.
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Adjusted Rate
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This field automatically displays the Original Rate value. You can change the value to adjust the Line Item rate.
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Adjusted Unit
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This field automatically displays the Original Unit value. You can change the value to adjust the Line Item hours/units.
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Adjustment Total (USD)
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(Batch Adjustment only) Displays an automatically calculated value.
Total Adjustment = Adjusted Amount - Original Amount
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Amount
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Displays an automatically calculated value after you add a line item. Amount = (Rate x Unit) - Discount
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Category
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•If you selected Expense from the Item Type drop-down list, then select a corresponding Expense category from this drop-down list. •If you selected Fee from the Item Type drop-down list, then select a corresponding Task category from this drop-down list. (Inactive categories, if any, are displayed but cannot be selected.) |
Comments to Vendor
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Enter adjustment notes. You can enter up to 2000 characters, including spaces.
Note: For CSM invoices, this information will be sent to the vendor.
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Date
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Click the Calendar icon or enter the date for the expense or services provided.
This field may be pre-populated based on one of the following criteria:
•If you are creating a new line item and other line items exist on this invoice, the Date field displays the date of the most recently created line item, even if it is blank. •If the invoice doesn't have existing line items, and the invoice has a Billing Date, the Date field is populated with the invoice's Billing Start Date. •If neither of the above criteria applies, the Date field displays the invoice date. You can delete and change a pre-populated date.
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Description
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Additional information.
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Discount
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Enter a discount to be applied to the original price or rate for the line item. The discount will display as a flat amount.
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In House Comments
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Notes for internal staff and TeamConnect users. You can enter up to 2000 characters, including spaces.
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Item Type
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Select either Fee or Expense to describe the item type.
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Non-US Tax Code
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Select a tax code from the drop-down list. The tax rate associated with the code applies to the line item. You specify tax rates in the Header Information of the invoice.
Click the  button to include additional tax codes. You cannot include the same tax code twice.
Note: You can only enter taxes for each line item if line item tax details are enabled for your system. To enable line item tax details for Collaborati invoices, contact Mitratech Support. To enable line item tax details for manual invoices, contact your system administrator.
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Project
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The project associated with this line item.
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Rate
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Enter the original rate for services rendered or unit price for an expense.
Also see Timekeeper Rates, When creating fee line items, and When creating expense line items for exceptions.
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Reason for Adjustment
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If you adjusted the original Rate, Unit, or Amount, select a reason from the drop-down list.
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Taxable Item
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Select this check-box to indicate whether the tax rate information in the Tax Information section should apply to the line item.
Note: This check-box only appears if the invoice has a US tax type.
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Timekeeper
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Find and select the contact who performed the service for a Fee line item.
If this contact already has a rate defined, the screen refreshes and updates rate field with timekeeper's established rate.
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Unit
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Enter the number of hours of a service or the number of units for an expense.
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