Sales Invoice Line Items

In Lightning Experience you can add, view, clone, edit, and delete line items directly from the sales invoice record page. The sections below provide more information.

Tips:

• To add a new line at the end of the grid, click the last cell of the last row, then press Tab.
• Use the search box above the grid to refine the displayed content and help you find the information you are looking for. You can search the content of any of the displayed columns.

• While editing a field, press Escape to revert it to its previous value.

Adding New Line Items

To add a new line item:

1. On the sales invoice record page, click the Lines Items tab. A grid displays all the line items currently associated with the sales invoice. The columns displayed in the grid vary depending on the company's tax mode and on how your org is set up.
2. If the grid contains an empty row, fill out the columns in the row. To add a new row, click .
3. In the Product Name column, enter the name of a product. As you start typing, a drop-down list automatically displays all the matching products.
4. Select a product from the list.
5. In the Quantity column, enter the number of items being sold.
6. In the Unit Price column, enter the price of a single unit in the document's currency. If the product has an active standard price book in the same currency as the document, its unit price is retrieved and specified as default value. Otherwise, a unit price of zero is used as a default.
7. [Optional] Complete the remaining fields as required. For more information about the available fields, see Sales Invoice Fields.
8. [Optional] Add more lines as required.
9. Click Save. The line items are now saved. If errors occur, you must fix all the errors before you can save the line items.

Cloning Line Items

You can quickly add new line items by cloning an existing row. You can only do this while the status of the sales invoice is "In Progress".

To clone a line item:

1. In the grid, click next to a line number to clone the row.
2. Edit the relevant fields.
3. Click Save.

Deleting Line Items

You can delete line items while the status of the sales invoice is "In Progress".

To delete a line item:

1. In the grid, click next to a line number to delete the row.
2. Click Save. The line item is now deleted.

Editing Line Items

You can edit line items while the status of the sales invoice is "In Progress".

To edit existing line items:

1. In the grid, change the fields for the lines that you want to edit.
2. Click Save.

Amending Line Items after Posting

Once you have posted the document and its status is "Complete", you can only amend the Line Description field and custom fields created by your administrator. Depending on how your org is set up, you might also be able to amend the Dimension 1-4 fields and custom fields that have been set up for sub-analysis mapping.

To amend line items:

1. In the grid, change the value of the field that you want to amend. When you hover over a non-editable field, the icon displays.
2. Click Save.

Notes:  

• When creating a new line item, or editing or amending the dimension fields on the line item, you can assign a dimension only when the period start date and end date of that sales invoice are within the posting effective dates of that dimension.

• Once the sales invoice is posted, you cannot make any changes to the GLA fields on the line items. When creating a new line item or editing the GLA fields, you can assign a GLA only when the period start date and end date of that sales invoice are within the posting effective dates of that GLA.

For more information, see Managing Analysis Dimensions and Managing General Ledger Accounts.

Adding new lines

You can add new line items to a sales invoice by:

• Searching for a product in a price book
• Using the New Line button

Searching for a product in a price book

To add a new line item by searching for a product in a price book:

1. Enter a partial product name or code in the Price Book Search section.
2. Click Search.
3. Select one or more products.
• If you only want to add one line item, click on the right-hand side of the relevant line.
• If you want to select multiple products, set the appropriate checkboxes on the left-hand side and then click Add Selected Lines.
4. New line items are added to the document with a default quantity of 1.00 and the default income schedule defined on the product, if it has one. You can now add to or edit the default values as required. If the product has a default income schedule, but you do not want to use it, clear the Income Schedule field on the line item or use the lookup icon to select a different schedule.
5. Press Tab or reposition the cursor with the mouse to move on.

Using the New Line button

To add a new line item by using the New Line button:

1. Click New Line. This button is unavailable until an invoice or credit note currency has been set, and a valid product has been specified on all existing line items.
2. Enter a full or partial product name, or click the lookup icon to search for a valid product.

   If the specified product is found, a new line is enabled with a default quantity of 1.00 and the default income schedule defined on the product if it has one.

   If the product has an active standard price book in the same currency as the document, its unit price is retrieved. Otherwise, a unit price of zero is used as a default.

3. [Optional] Override the derived general ledger account (the default is taken from the product).
4. [Optional] You may be able to select a local GLA depending how your system administrator has configured your org.
5. [Optional] Change the quantity from its default value.
6. If the product has a default income schedule, but you do not want to use it, clear the Income Schedule field on the line item or use the lookup icon to select a different schedule.
7. You can now change the unit price and tax from their default values as required.

Adding further analysis, a line description and intercompany details

To add up to four analysis dimensions Custom objects that allow you to analyze the activity in your business in additional ways, such as by cost center, project, employee, or any other business entity important to you., a line description and intercompany details on a line:

1. Click the expander icon next to the line number to display an expander panel Panels that are initially hidden when the page is loaded. They allow you to enter, and subsequently view, additional attributes of the related field or line item, such as further analysis or a line description..
2. Specify up to four custom analysis dimensions to attach to this line. Use the lookup icons to search for an appropriate dimension record. See What are Analysis Dimensions? for more information. Dimension fields displayed on the sales invoice are automatically populated using values derived from the dimension fields stored on the account specified on the sales invoice.Any custom fields that have been set up for sub-analysis mapping Mapping of custom fields at header and line level for the purpose of profitability reporting. at line level are displayed immediately below the Dimension analysis fields.
3. Type the new or amended line description. This will appear on the printed document immediately after the product name.
4. [Optional] Specify a destination company if the selected line is an intercompany line. If you don't want to distribute the line's full amount to the destination company, change the Destination Unit Price and Destination Quantity to the preferred amounts. Any unallocated amount will remain with the source company.
5. When complete, click the expander icon, or choose another line, to hide the current panel.

If your administrator One or more individuals in your organization who can configure and customize the application. Users assigned the System Administrator profile have administrator privileges. has set up custom fields on your sales invoices or credit notes, these fields may be listed under Additional Information on an expander panel Panels that are initially hidden when the page is loaded. They allow you to enter, and subsequently view, additional attributes of the related field or line item, such as further analysis or a line description. in Classic Edition The view of the application that you see when you first install the base managed package.. (These are separate from custom fields set up for sub-analysis mapping.) See Custom Fields on Sales Invoices and Credit Notes for more information.

Modifying tax on a line

The method used to modify tax at the line item level, depends on the current tax mode. See About Tax for more information.

Sales and Use Tax

To modify tax on a selected line, if the current tax mode is "Sales and Use Tax":

1. Click the expander icon next to the Tax Rate field to display an expander panel.

   The derived tax rates depend on the sales tax statuses set on the corresponding account and product details. See About Tax for more information on the effect of sales tax statuses.

2. [Optional] Modify one or more of the three default tax codes. This will update the tax rate in the adjacent field and the calculated tax value column.
3. [Optional] Override the derived tax rate. The calculated tax value will be updated accordingly.
4. When complete, click the expander icon, or choose another line, to hide the current panel.

Note:

If the Allow Override of SUT Tax Values custom setting is enabled, you will be able to modify the tax value on a selected line, as well as the tax rate. See Accounting Settings for more information.

Value Added Tax/Goods and Services Tax

To modify tax on a selected line, if the current tax mode is "Value Added Tax" or "Goods and Services Tax", either:

• Change the tax code on the line, or
• Modify the tax value directly.

Combined Tax

To modify tax on a selected line, if the current tax mode is "Combined":

1. Enter the parent tax code in the Combined Tax Code field.
2. Click the expander icon next to the Tax Rate field to view the tax breakdown for the related child tax codes.

Adding new lines

You can add new line items to a sales invoice by:

• Using the New Sales Invoice Line Item button.
• Using the Manage Lines button.

To add a new line item using the New Sales Invoice Line Item button:

1. Display the detail page for the "In Progress" sales invoice that you want to add lines to.
2. Scroll down to the Sales Invoice Line Items section.
3. Click New Sales Invoice Line Item.
4. [Optional] Deselect the Derive Line Number checkbox and enter a custom line number. If you leave this checkbox selected, the next available line number is allocated.
5. Enter a full or partial product name and/or click the lookup icon to search for a valid product.

   If the product has an active standard price book in the same currency as the document, its unit price is retrieved. Otherwise, a unit price of zero is used as a default.

6. [Optional] Enter a line description.
7. [Optional] Override the derived general ledger account (the default is taken from the product).
8. [Optional] You may be able to select a local GLA depending how your system administrator has configured your org.
   
9. [Optional] Deselect the Derive Unit Price from Product checkbox to override the derived unit price.
10. [Optional] Change the unit price or quantity from their default values.
11. [Optional] Deselect the appropriate checkboxes in the Tax sections to override the default tax codes and rates for this line.
12. [Optional] Specify up to four analysis dimensions Custom objects that allow you to analyze the activity in your business in additional ways, such as by cost center, project, employee, or any other business entity important to you. to attach to this line.Dimension fields displayed on the sales invoice are automatically populated using values derived from the dimension fields stored on the account specified on the sales invoice.
13. [Optional] Specify a destination company if you are entering an intercompany line. If you don't want to distribute the line's full amount to the destination company, change the Destination Unit Price and Destination Quantity to the preferred amounts. Any unallocated amount will remain with the source company.
14. Click Save to save the line item. You can also click Save & New to save the changes to the current line item and begin to create another.

To add a new line item using the Manage Lines button:

1. Display the detail page for the "In Progress" sales invoice that you want to add lines to.
2. Click Manage Lines.
3. Enter a full or partial product name and/or click the lookup icon to search for a valid product.

   If the product has an active standard price book in the same currency as the document, its price is retrieved. Otherwise, a unit price of zero is used as a default.

4. [Optional] Override the derived general ledger account (the default is taken from the product).
5. [Optional] Change the quantity from its default value of 1.00.
6. [Optional] Change the unit price and tax from their default values as required.
7. [Optional] Edit any custom fields your administrator may have added to the grid.
8. [Optional] Complete any Destination fields if this is an intercompany line.
9. [Optional] Click Add New Line to add another line and repeat.
10. When you are finished, click Save.

See the section on data entry grids in Entering and Editing Data for more information.

Removing Lines

To remove an existing line item, either click the Remove Line icon on the right-hand side of the relevant line or Del on the left-hand side depending on your view of the application.