Purpose Statement
The Invoice Line-Item Table component allows departments to display individual invoice charges directly on invoice documents using the Invoicing Form Builder. This feature provides a clear and organized breakdown of fees and charges associated with an invoice, including service dates, units, quantities, prices, amounts, and notes.
Background Information
The Invoice Line-Item Table is a component within the Invoicing Form Builder that displays detailed information about the individual Line-Items associated with an invoice.
Departments can add the Invoice Line-Item Table to new or existing invoice forms and position it where the information should appear on the completed document.
The Invoice Line-Item Table displays the following information:
- Line-Item: Displays the description of the fee or charge associated with the invoice.
- Service Date: Displays the date associated with the service or charge.
- Unit: Displays the unit associated with the Line-Item.
- Quantity: Displays the quantity associated with the charge.
- Price: Displays the price associated with the individual Line-Item.
- Amount: Displays the calculated amount for the Line-Item.
- Note: Displays any additional notes associated with the Line-Item.
This component helps departments provide a detailed breakdown of invoice charges, allowing recipients to better understand the fees and services included on their invoice.
Required Permissions
Users must have the appropriate permissions to access and manage forms within the Invoicing module.
- Access to the Invoicing Module.
- Permission to access the Invoicing Form Builder.
- Permission to create or edit forms within the Form Builder.
Video
Step-by-Step Guide
Step 1: Access the Invoicing Form Builder
Navigate to Invoicing > Form Builder.
Select Create Form to create a new form, or select an existing form to edit.
Step 2: Add the Invoice Line-Item Table
- Within the Form Builder, locate where the Line-Item Table should appear on the invoice document.
- Click the + icon on the left side of the Form Builder to add a component.
- Scroll through the available components and select Line-Item Table.
The Line-Item Table will be added to the selected location on the form.
The component includes the following columns:
- Line-Item
- Service Date
- Unit
- Quantity
- Price
- Amount
Note
Step 3: Adjust the Invoice Line-Item Table
Once the Invoice Line-Item Table has been added, several options are available for managing the component.
- Tune: Select Tune to access the available component configuration options.
- Convert: Use the available conversion options to change the component type, if needed.
- Font Family: Select the font option on the right side of the component to change the font used for the table.
- Move: Use the movement controls to reposition the Invoice Line-Item Table up or down within the form.
Delete: Double-click the delete option to remove the Invoice Line-Item Table from the form.
Note: The movement controls allow users to reposition the component without deleting and recreating it.
Step 4: Save the Form
- Review the placement and configuration of the Invoice Line-Item Table.
Click Save to retain the changes.
Step 5: View the Invoice Line-Item Table on an Invoice
- Navigate to Invoicing and open an existing invoice.
Verify that the appropriate invoice form containing the Line-Item Table has been selected.
Select Print and Send to generate and review the invoice document.
- Locate the Invoice Line-Item Table on the completed invoice.
- Review the displayed information, including:
- Line-Item
- Service Date
- Unit
- Quantity
- Price
- Amount
Note
The Invoice Line-Item Table displays the Line-Item information associated with the invoice, providing a breakdown of the individual fees and charges.
Best Practices
- Position the Table Appropriately: Place the Invoice Line-Item Table where recipients can easily locate and review the charges associated with their invoice.
- Maintain Consistent Form Layouts: Use consistent placement and formatting of the Invoice Line-Item Table across invoice forms.
- Verify Line-Item Information: Confirm that the appropriate fees, quantities, prices, and amounts have been entered on the invoice.
- Include Relevant Notes: Use Line-Item notes when additional information is needed to explain a particular fee or charge.
- Review the Completed Invoice: Generate a sample invoice to verify that all Line-Item information displays correctly.
- Save Changes: Always save the form after adding, moving, or modifying the Invoice Line-Item Table.
Troubleshooting & FAQs
Q: Why is the Line-Item Table not appearing on my invoice document?
A: Verify that the Line-Item Table has been added to the correct form within the Invoicing Form Builder. Confirm that the form was saved and that the appropriate form was selected when generating the invoice.
Q: Why are no Line-Items displaying in the table?
A: Confirm that Line-Items have been added to the invoice. The Line-Item Table displays information from the Line-Items associated with the invoice.
Q: Can I add the Invoice Line-Item Table to an existing invoice form?
A: Yes. Open the existing form within the Invoicing Form Builder, add the Line-Item Table in the desired location, and save the changes.
Q: Can I change the location of the Line-Item Table after adding it?
A: Yes. Use the movement controls within the Form Builder to move the component up or down without deleting and recreating it.
Q: Can I change the font used in the Line-Item Table?
A: Yes. Select the Font Family option associated with the component and choose the desired font.
Q: What information is displayed in the Line-Item Table?
A: The table displays Line-Item, Service Date, Unit, Quantity, Price, Amount, and Note information associated with the invoice.
Q: Will notes associated with individual Line-Items appear on the invoice document?
A: Yes. When notes are associated with an Line-Item, they can be displayed in the Note column of the Invoice Line-Item Table.
Q: Can I remove the Line-Item Table from a form?
A: Yes. Select the component and double-click the delete option to remove it. Save the form to retain the changes.