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Adding Items to an Invoice

To add a line item to the invoice, you click the Add Item or Service button above the Invoice Line Items area of the Invoices dialog box.

The Invoice Item Selection dialog box has two ways for you to select invoice items.

  • To select the item by name, click the Search tab.
  • To select an item by barcode or item number, click the Scan / Code Entry tab.

After you add line items, you can edit any of the information in the white boxes on the invoice. To add sales tax to an item, select the Tax check box for the line item on the invoice.

If the item is not listed in the Invoice Item Selection dialog box, you can add the item or service. For details see the adding inventory items or adding non-inventory items procedure below.

To change the order of the line items on the invoice, click the up or down arrows in the Order column. If you’ve applied a discount to a specific line item, the discount line must be immediately below the item that you are discounting. (See Applying Discounts to an Invoice.)

To delete an item from the invoice, click the button to the right of the item.

To select an invoice item by name:
  1. In the Invoice Item Selection dialog box, if necessary, click the Search tab.
  2. At the top, select a filter:
    To view the entire list of invoice items, select All items.
    To filter the list by using the first few letters of the item description, select Items whose name starts with and type the letters in the box. Only items that start with the letters you type appear in the list.
    To filter the list by using the letters that appear anywhere in the item’s description, select Items where the name contains and type the letters in the box. Only items that contain the letters you type appear in the list.
  3. To view more information about an item, click the More link. In the Inventory Item Detail dialog box, review the information and click Close.
  4. Select the item(s) you want to add to the invoice.
    To select multiple items, press Ctrl as you click each item. To select a range of items, select the first item and then press Shift as you select the last item.
  5. Type the number of items in the Quantity box. (If you have more than one item selected, the quantity applies to all. You can adjust any amount, as needed, on the invoice.)
  6. To list the item(s) on the invoice, click Add To Invoice.
To select an invoice item by barcode or item number:
  1. In the Invoice Item Selection dialog box, click the Scan / Code Entry tab.
  2. Type the information in the Barcode or Item Number box.
    If you have a barcode reader attached to your computer, click in the Barcode box and scan the barcode.
  3. Press Tab to display the Item Description in the lower area.
  4. Confirm that this is the item you want.
  5. Type the number of items in the Quantity box.
  6. To list the item on the invoice, click Add To Invoice.
  7. To add more items, repeat steps 2-6.
  8. After you finish adding the line items, click Close.

If the item you want to add isn’t in the Invoice Item Selection dialog box, you can add it to the list. To track the inventory of a product you’re selling, add the item to your inventory by using the Inventory dialog box.

To add an invoice item that you don’t want to include in your inventory, such as a service item:
  1. In the Invoice Item Selection dialog box, click the Manage Services button.
  2. In the Items & Services Maintenance dialog box, to add a new item or service, click Add.
  3. Type the description, product code (if any) and pricing information for the item.
  4. Select an account for the item from the Income Account or Expense Account list, as appropriate.
    If the correct account for the item isn’t in the list, you need to add the correct account to your Chart of Accounts. (See Maintaining the Chart of Accounts.)
  5. If this item is taxable, select the Tax check box.
  6. At the bottom of the dialog box, specify which of the items or services is the default item or service when expenses are imported into an invoice.
  7. If necessary, include a value in the Markup Amount box and then select either Percentage or Dollar Amount, as appropriate.
  8. If you bill for employee or contractor time, to have the expense based on the employee’s hourly rate, select the check box at the bottom of the dialog box and then include a value in the Markup Amount box and select either Percentage or Dollar Amount, as appropriate
  9. Click OK.

You can also open the Items & Services Maintenance dialog box by choosing Sales > Manage Items & Services or by clicking the Manage Items & Services icon in the Sales section of the Brass Jacks Bookkeeper workspace.

To add an invoice item that you want to include in your inventory, such as a product item:
  1. In the Invoice Item Selection dialog box, click the Manage Inventory button.
  2. In the Inventory dialog box, to add the new inventory item, click Add. (For details, see Viewing the Inventory List.)
  3. In the Inventory Detail dialog box, enter the information for the item.
  4. Click OK.
  5. Repeat steps 2-4 to add more items.
  6. After you finish adding the line items, click Close.