Lines
Lines
Lines
Enter detailed information in document lines about the goods received goods and services rendered.
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By default the amount with such entry is 1! |
Shortcut: 
Lines can be add manual or by using template. Manual procedure:
| Line |
Automatically generated line number. |
| Cost Account |
It displays the cost account. The default cost account is filled from the Item register. It may also be entered manually. |
| Name |
It displays the item name. Items may be entered by selecting an ID from the selection table – in this case the item name is automatically displayed. You may also search for and select the item from the name field - hence the item ID is entered automatically. You may select in the program parameters, which data shall be displayed in the table when searching by name.
The item name can also be changed: the generic item ID (e.g. ITEM) can so be completed with a fuller description (e.g. machine repair according to the pro-forma invoice 3456/00).
By double-clicking this field you open the Item register. You can thus easily add a new item, view the data and even change them.
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By selecting the parameter  Show only Item Categories Listed for the Doc. Type in the Administration Panel | Program Parameters | Items | General you can narrow down the set of items either for searching by ID, as well as for searching by name, to those which are of the item type entered in the inventory accounts matrix of the invoice received. |
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| Price in currency |
The price set by the supplier in foreign currency (default value on the basis of pricing from the Item register or contract price list). If the price is in local currency, it is equivalent to the purchase price (cf. next field).
The data may be entered manually. |
| Purchase price |
The price set by the supplier in local currency. The recalculation of the price which is in other currency (from the previous field) to the purchase price is performed according to the National Bank exchange rate as valid on the day the goods are received. |
| R% |
The line for rebate (the default value on the basis of contract price list). The data may be entered manually. |
| VAT |
It shows the tax type- by default the value that can be found in the Item register or Program Parameters. The data may also be entered manually. |
| Value Incl. VAT |
It shows the value of the line = ((amount * price) – rebate) + VAT value.
The data may also be entered manually: in such a case the sales price is changed respectively so that it matches the formula above. |
| Department |
It is obligatory for you to enter this information only if it is specified so in the settings of the Receiving Document Types register (see Department must be defined!). It is searched for by the program in the following order:
- if the department is entered in the Item register , this data will be used because it has higher priority.
- otherwise the information on the department which is entered in the document header is used.
Data on department that can be found in the document line is in automatic posting used in the line for posting income and taxes.
The data can also be entered by using the distribution key.
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| Cost Ctr. |
It shows the ID of the cost center. The default value of the cost center is entered in the Item register. Here it can also be manually changed.
The information about the cost center is entered in the order line. (see topic Cost Centers - the Invoices Received tab).
If it is specified in the Document Types register that it is mandatory to enter the cost center, yet it was not entered in the line, the program returns the error (see Cost center must be specified!)
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| Item |
The ID of the item you received. The item may be entered so that you select the ID from the table – in such a case the item name is automatically displayed. It may also be serched for and selected in the name field – in such a case the item ID is automatically displayed. You may select in the Program Parameters, which data should be displayed in the table when searching by ID.
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By selecting the Show only Item Categories Listed for the Doc. Type parameter in the Administration Panel | Program Parameters | Items General you can narrow down the set of items either for searching by ID, as well as for searching by name, to that item type, which is entered in the inventory accounts matrix of the invoice received. |
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By left-clicking the column name you can easily be sorted in ascending order by each individual column. Sorting by Value Inc. VAT or Amount Due fields is not possible. The report is always sorted by line numbers. |
Using templates:
We prepare templates to add lines on invoices where positions are repeating frequently. To add lines on invoice, just click on template button.
Besides general data you may in the related subpanels find linked procedures and functions as well as document overviews, which are linked to the invoice received: