Concepts

Tasks

Settings

Adding Regular Expense Lines to an Invoice

An invoice line contains the details of the invoice. An invoice line can be matched to a source invoiceable liability (for example, receipt, service acknowledgment) or have no source (that is, not matched to a purchasing source transaction). Each line contains the same information: what is being invoiced (resource), quantity, price, amount, and where the costs are being charged.

A regular expense line is matched to a liability in the system (for example, a purchase order line). When you create an invoice based on a purchase order, the system can create an invoice line for each uninvoiced purchase order line. You can also add regular expense lines manually to an invoice, after the invoice has been created.

This topic explains how to create a new regular invoice line.

To Create New Invoice Lines

1.	From the Site window, select the Invoicing view, Invoices tab, then the Invoices tab. By default, this tab lists all invoices by supplier.

2.	Double-click the invoice to which you want to add lines.

3.	Make sure that editing is enabled.

4.	On the Worksheet view, click the New list and then Regular line. The Invoice Line dialog appears.

Tip: To add multiple lines at one time, you can search for liability transactions to add to the invoice by clicking the browse icon in the Transaction box. The Purchase Liability Selector dialog appears. Select the transactions that you want to create lines from and click OK. The system creates the new lines. You can then review the lines as usual.

5.	On the General tab, enter the purchase order number or click the browse icon in the Purchase order box to select the appropriate purchase order.

6.	Select the appropriate purchase order line.

7.

If you have selected a line, the system defaults the transaction to the oldest, un-invoiced transaction for the purchase order line entered. If this is not the correct transaction (for example, there was more than one receipt for this purchase order line), click the browse icon beside the Transaction box to search for another transaction.

8.	The system fills in the remaining information based on the selected transaction. If the quantity, price, or discount information is different on the invoice, you can change the information in those boxes.

9.	Select the Charges tab. The system automatically includes any charges that were identified on the purchase order line and are being remitted to the supplier. If necessary, you can add more charges on this tab.

10.	Select the Taxes tab. The system automatically includes any taxes that were identified on the purchase order line and are being remitted to the supplier. If necessary, you can add more tax lines on this tab. You can also change the taxable amount for the line:

Setting Name

Description

Taxable Amount

The portion of the invoice line amount that is taxable. The system uses this amount when calculating: • The line amount of tax lines: the sum of the “taxable amounts” of the invoice lines is used as the basis of the calculation. • The proration of tax lines: the taxable amount is used to determine the tax amount prorated to each invoice line.

11.	Select the Distribution tab. The system copies the purchase order line distribution to the invoice line. To change the distribution, select Override distribution and enter the new distribution account(s).

For detailed instructions, see Changing the Distribution on an Invoice Line.

12.	When you are finished entering the appropriate information, click OK. The system adds a new line to the invoice.

13.	When you are finished entering information, save the invoice.