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Adding Miscellaneous 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.

Miscellaneous expense lines are used to enter invoice lines that are not matched to a liability. The value of the invoice line must be distributed to one or more sets of charge accounts. Miscellaneous expense lines cannot be charged to a warehouse.

This topic explains how to create a miscellaneous expense line using the Invoice Line dialog. You can quickly enter simple miscellaneous expense, extra charge, and tax lines to an invoice using the Entry Pad. For more information, see Using the Invoice Lines Entry Pad.

To Add a Miscellaneous Expense Line

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 Miscellaneous Expense Line. The Invoice Line dialog appears.

5.	On the General tab, enter the number of the resource being invoiced or click the browse icon to search for the resource. If the invoice is for a non-catalog item, enter the description of the item being invoiced.

6.	Enter the amount of the invoice line and the expense date for the item.

7.	If this line is related to a purchase order, you can enter the purchase order number. To search for the appropriate purchase order, click the browse icon. You can also select the purchase order line that the invoice line relates to.

This does not match the invoice line to the purchase transaction but is simply a reference to a related purchase order and line. For example, you might have an invoice line for an advance payment on a purchase order. This will not be a matched transaction but will refer to a specific purchase order.

8.	To enter the distribution for the line, click New. In the Invoice Line Distribution dialog, select the work order, asset, or account to charge the line to. If charging to multiple accounts, set the percentage or amount charged to the current account, and then click OK.

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

9.	To distribute the charge to more than one account, repeat step 8.

10.	Select the Charges tab. You can add any charges that are applicable to this line on this tab.

11.	Select the Taxes tab. You can add any taxes that are applicable to this line on this tab.

12.	If necessary, on the Taxes tab you can 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.

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

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