Adding and Editing Line Items
When viewing invoice details, you can ➕ Add new line items or 📝 Edit existing ones. To begin, click the 📝 Edit button in the lower left-hand corner.
After clicking 📝 Edit the view will change, allowing you to click on the Cost Code dropdown. From here you can scroll or search for the desired code. To Search for a desired cost code, begin typing the numerical code or the default description. You will also be able to see the Balance of items currently included in the project budget.
After modifying the Description of Work and the This Period amount for your line item, you can always ➕ Add another by clicking the blue button.
To 📝 Edit existing cost codes, simply enter new information into the relevant fields. If you would like to ❌ Delete a given line item, click the trash can icon to the far left. This will grey out the item, and delete it from the table once you 💾 Save.
Once you are satisfied with the codes assigned to the invoice, make sure to click 💾 Save to confirm your changes.
💡 The description of work will auto-populate from the default cost code settings, but this can be edited as necessary.
Common Issues
Can't Save or Add New Items
If you can't save your changes or add new line items, one common cause is that the sum of the line items is more than the Total Amount of the invoice itself, as declared in the invoice details.
This will prevent you from saving the line items, and the Total Amount will need to be edited before entering new items with a higher sum. To change the total amount, return to the invoice details at the top of the page and click 📝 Edit. Enter the new desired value and click 💾 Save.
No Balance to Finish
 | Balance to Finish not showing on your desired cost codes? Check the invoice's assigned project and the Budget for that project to verify that the Budget Item exists and has an Original Budget value. |
FAQs
Are line items added to the invoice automatically?
Are line items added to the invoice automatically?
The line items are not automatically coded, these are still controlled fully by the user.
Is it better to add line items through the inBox or Accounts Payable tab?
Is it better to add line items through the inBox or Accounts Payable tab?
Neither is better for adding line items, it is just a matter of when in the process you are assigning cost to an invoice. If line items are added with initial approval the inBox is better, for adding line items at a later time the Accounts Payable tab is better.
Do I have to save the line items that I have added by clicking save? Or is there an auto-save feature?
Do I have to save the line items that I have added by clicking save? Or is there an auto-save feature?
Yes, you will have to make sure to save any additions that you make, currently, there is not an auto-save feature.