Managing Items while Creating the Invoice

Please note that inactive items can be displayed in the invoice creation form for some period.

You can perform the following operations with the items during the process of a new invoice creation:

• Add a new item.
• Manage supply items (0.00 retail).
• Search for an item.
• Edit the item's data.

If a new VIN is added during the item creation in the invoice form, this VIN can be saved in the following ways depending on the user permissions:

• In case the Allow to edit Item's Vendor Information permission is granted to the user, a newly added item VIN is saved in the invoice and price book.
• In case the Allow to edit Item's Vendor Information permission is not granted to the user a newly added item VIN is saved only in the invoice. In order to apply invoice changes to the price book in this case, the item should be created in the price book first and then added to the invoice. For more information on how to create a new item in the Price Book, see Items.

For more information on how to grant a permission to the user, see Roles Management Permissions.

Adding a New Item while Creating an Invoice

In case there are no items in the list of available items in the Invoice form, you can add a new item.

To add a new item:

1. Below the Category list, click the Setup new account item icon.

   

   Result: The item setup form opens in a new window.

2. Enter the item settings and add it to the Price Book. For details, see Items Setup.

Managing Supply Items (0.00 Retail)

Items that have 0.00 retails can come in on EDI invoices or can be manually added to an invoice.

These items are commonly used as supply items that are not sold at a register level, but are still bought for the location.

Invoices that have 0.00 retails can be accepted by an Owner role.

They can also be put into a category that has the Managers should be able to accept invoices with Incomplete retails option selected. For more information, see Adding a New Category.

Searching for an Item while Creating an Invoice

In case the item you want to add to the invoice exists in the Price Book but is not assigned to the vendor, you can search this item in the Price Book.

To search for an item:

1. Below the Category list, click the Advanced search icon.

   

   Result: The Items list opens in a new window.

2. In the Items list, search for the item you need. For details on how to search for items, see Operational Panel (Find and Replace Tool).
3. Select found items and then click the Add selected items to invoice button.

   

After the item is found and added to the invoice, it will be available for this vendor for all future invoices.

Editing an Item while Creating an Invoice

In case the item added to the invoice has no retail or you need to edit other items properties:

1. Below the Category list, click the Edit item icon.

   

   Result: The item editing form opens in a new window.

2. Edit the item settings as required. For details, see Items Setup.