| Line |
In the Line field is a consecutive number of the line and it is generated automatically. The data cannot be changed there - for possible ways of changing a consecutive number see Wizards. |
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With a click on the  icon in front of the consecutive line number, a window for the entry of a note on the document line opens. The icon changes into  . When the entry of the note has been finished, close the window with a click on the icon. (See also: Entering a note).
The note in the Note field can have up to 256 character and can differ from line to line. The function is for clarifying the appropriate line without any connection to the document note. With the Document Note you determine for example special payment conditions which are valid for the entire document (all lines), and with the Note of an individual line you for example determine special conditions for the delivery deadline that are valid only for this line.
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| Item ID |
In the Item ID field is the ID of the issued item. Type or select the information from the lookup list. In the program parameters select information that the program shall display in the lookup list when searching the Item ID.
If you in program parameters check the Read external IDs box, you can enter to this field also the Subject ID. After you confirm the line, your ID for the item displays, because you track stock by your IDs.
To look for an item you can also use the Items search (Ctrl+F) function.
With a double click on the Item ID the items register will open. The program will place you to the currently used item. This way you can change certain data in the items register, you can also enter a new item, and you do not need to close a sales order while working in it.
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| Description |
In the Description field is the name of the item. The item can be entered in the Item ID field, where you enter the ID, and the Description field will be filled-in automatically with the name of the item. Or you can enter the item in the Description field first, and the Item ID field will be filled-in automatically. In the program parameters select information that the program shall display in the lookup list when searching the name of an item.
You can change the description in the document by complementing the generic code of the item (for example: STOR) with a more detailed description of it (for example: repair of machine by pre-invoice 3456/00).
If you check the Show external IDs box in program parameters, you can enter to this field some other name of this item.
To look for an item you can also use the Items search (Ctrl+F) function. |
| Quantity |
In the Quantity field you enter the issued quantity. The default quantity is 1! |
| U/M |
In the U/M field you enter the unit of measurement for an item (default value from the Items register). You can also select it from the lookup list or if you double click the field from the U/M. |
| Unit Price |
Suppliers price (default value from the items register or contract price list). The data can also be entered manually. If the invoice is issued in a currency that is different from the one that has been selected in the items register or the price list, the calculation is made according to the bank - price list in the In AP | Settings | Program parameters | Company | General -> Bank - Price List field.
See also the chapter price ranges. |
| Discount % |
In the Discount % field you enter the discount of the line.
A default value is set on the basis of the price range of the supplier or items register. It can be changed additionally see contract price list). |
| Value |
Value of the line excluding VAT. It is calculated by the formula:
value of the line = quantity * (price - discount).
You can change the value of line by entering it manually. Of course also the dependant information on the item price will change.
If default setting, the value is rounded up to 2-decimals (see Administration panel | Settings | Program parameters | Company | Rounding - value rounding). |
| VAT |
In the VAT field is entered the VAT - a default value from the items register or program parameters. The information can also be entered or selected manually from the Tax Types register. |
| Amount Due |
In the Amount Due field is the value with included VAT according to the formula: To pay= value * (1 + VAT in percentage)
Value to be paid can be changed, in this way also the Value and Unit Price will change. |
| Dispatched |
If from the purchase order an invoice was already created, in the Dispatched field will display the already dispatched quantity of this line
The quantity in the dispatched field is increasing with every delivered order or decrease with each credit note for returned goods. A credit note for returned goods decreases dispatched quantity, if: 1) the invoice was created through adding the sales order and 2) the credit note was created with adding movement - document reversal (recommended procedure for credit notes).
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| Packages |
In the Packages field is filled-in the number of packages in an order line. You select a package calculation type in the program parameters. The number of packages can if desired be rounded-up.
In AP | Settings | Program parameters | Items | General -> Check U/M conversion factor checkbox you can select additional control for the conversion factor, determined in the first U/M with another U/M. |
| Net Weight |
In this field is filled-in the net weight, calculated as product from line and the net weight of the item for the unit from the Items Register. Here, the data can be edited or added manually - in this case the information on the net weight per unit will not be recorded in the items register.
Net weight is always calculated according to the unit of measurement from the line, regardless the unit of measure in the Items Register or the line.
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| Gross Weight |
In this field is filled-in the gross weight, calculated as the product of quantity from the line and the gross weight of the item from the items register. The information can also be edited manually in this line - in this case the gross weight will not be recorded in the items register.
Gross weight is always calculated according to the unit of measurement of the line, regardless of the measure unit in the Items Register or the line.
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| Volume |
In this field is filled-in the volume, calculated as a product of the quantity from the line and the width, height, and depth per unit from the items register. The information can also be edited manually in this line - in this case the information on the volume will not be recorded in the items register.
The volume is always calculated according to the unit of measurement from the line, regardless of the unit of measurement in the Items Register or the line.
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The weights and the volume PER UNIT are recorded in the lines of the document, in the overview of lines this data is re-calculated PER LINE. This must be taken in consideration when creating reports and weights and volume must always be multiplied by the quantity in the line (see example Report of net weight, gross weight and volume on quantity in a line). |
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| Deliver By |
The Deliver By field is filled-in with the information from the purchase order header and can be changed on this place. When calculating available stock, the program will as the delivery deadline use this date. |
 Department |
This data is not mandatory (the field can stay blank). The program will find it by the following order:
- if the department has been entered in items register, this data will remain in effect due to its higher priority; otherwise data about department entered in the document header will be used;
The information on the department in the document line will thorough the Add function transfer to the invoice of receiving.
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| Cost Ctr. |
In the Cost Ctr. field you enter the cost center. The default value of the cost center is entered in the items register. However, it can be changed manually in this field. Information on the cost center will fill-in the purchase order line if you additionally link the line to the cost center (for more information see chapter Cost center - Purchase order tab).
If you determine in the document types that to enter a cost center is mandatory, and you do not enter it in this field, the program report an error (see Cost center must be specified!).
The information on the cost center in the document line will thorough the Add function on the invoice of receiving.
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