Invoice Items screen

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Use the Items screen to set up the items that you can include on accounts receivable invoices. When you select an item type, the application dynamically changes the fields and buttons that are available in this screen, based on the type.

In Accounting CS, you can set up several different types of invoice items to include on customer invoices.

  • Discount. Use this type to define discounts for the client's customers. You can specify a fixed discount amount, or you can set up the application to calculate the discount as a percentage of the price for the selected item.
  • Format. Use this type to define formatting items such as headers or blank rows to use in the detail sections of the invoices.
  • Group. Use this type to group multiple Item type items into a single item. For example, you could group pencils, highlighters, paper, and folders into an Office supplies group.
  • Item. Use this type for products or items that your clients sell to their customers. These are generally items that can be priced on a per-unit basis. For example, coffee mugs or cars or computers.
  • Other charge. Use this type to define other types of items for which you charge your customers. You can specify a fixed charge amount, or you can set up the application to calculate the charge as a percentage of the price for the selected item.
  • Sales tax. Use this type to define the sales taxes to include on the invoices. After you define the sales tax rates in the Setup > Firm Information > Sales Taxes screen, you can select any of those sales taxes when creating sales tax invoice items. You can group these sales tax invoice items into sales tax groups.

    To include a sales tax item on an invoice, select the appropriate sales tax item from the drop-down list in the Sales tax item field in the Items tab in the Transaction Detail section of the Actions > Enter Invoices > Detail tab.

  • Sales tax group. Use this type to group multiple sales tax items into a single item. The application sums the taxes for all sales tax items in the group and displays it as a single sales tax amount on the invoice.

    To include a sales tax group on an invoice, select the appropriate sales tax group from the drop-down list in the Sales tax item field in the Items tab in the Transaction Detail section of the Actions > Enter Invoices > Detail tab.

  • Service. Use this type to define services that your clients provide to their customers and for which they generate revenue. Service items are generally priced by services provided, not physical goods. For example, teeth cleaning, auto repair, carpet installation.
  • Shipping. Use this type for shipping fees to include on invoices. You can set up shipping items as a set amount, or you can set up the application to calculate the shipping as a percentage of the price.

Choose Setup > Invoice Items.

Fields & buttons

  • ID and Description. Enter either a unique identifier for the item or leave this field blank. The item ID and Description combination must be unique for each item; thus you can use the same description for multiple items as long as they are each assigned a unique ID. The description can be up to 1,000 characters long. Depending on the length of the description, you may want to click the Ellipsis Ellipsis button button to open the Description dialog, where you can enter and view the text in a separate dialog that includes spell check functionality.
  • Inactive date. To remove this item from the drop-down list in the invoice item fields throughout the application, enter the date on which you want this item to become inactive. If an invoice item is selected for any AR invoice before it is marked inactive, the application does not remove the item from those invoices.
  • Type. Select the invoice item type. When you select the type and TAB to the next field, the application displays fields and buttons specific to that item type.
  • Price. Enter the per-item price for this invoice item.
  • Sales account. (Required) Enter the account to associate with this invoice item. The drop-down list includes all GL accounts for the selected client.
  • Non-discount. Mark this checkbox to prevent the application from applying discounts to the item or service.
  • Cost. Enter per-item cost of this invoice item.
  • Cost of goods account. (Required if you enter an amount in the Cost field) Enter the GL account to use for the cost of this item.
  • Inventory account. (Required if you enter an amount in the Cost field) Enter the account to associate with the inventory of this item.
  • Tax status. (Required) Select the applicable tax status for this item. Note that once you save this invoice item, you cannot change the tax status in this screen. However, you can change the tax status for individual items when you add them to invoices.
  • Sales tax description. (Required for items with Additional tax status) If your client charges additional sales tax on this item (for example, hotel occupancy tax or excise tax) select the applicable sales tax. The drop-down list includes all sales taxes that were set up in the Setup > Firm Information > Sales Taxes screen.
  • Tax account. (Required for items with Additional tax status) Select the GL account to associate with the additional sales tax for this item.
  • Sales tax description. (Required) Select the applicable sales tax for this item. The drop-down list includes all sales taxes that were set up in the Setup > Firm Information > Sales Taxes screen.
  • Tax account. (Required) Select the GL account to associate with this sales tax.
  • Non-discount. Mark this checkbox to prevent the application from applying discounts to the sales tax item.
  • Method. Choose the applicable method for calculating the discount or charge. Note that once you save this invoice item, you cannot change the calculation method.
  • Percentage / Amount. If you chose the Percentage method, enter the percentage to use for calculating the discount or charge amount for the selected item. If you chose the Amount method, enter the specific amount to charge for the discount or charge.
  • GL account. (Required) Select the GL account to associate with this discount or charge.
  • Non-discount. Mark this checkbox to prevent the application from applying discounts to the invoice item.
  • Items grid. Select the items to include in this group, and then enter the quantity for each item. The drop-down list in the Item ID column includes all Item, Service, Discount, Format, and Other charge types. Use the Delete button Move up button Move down button buttons to delete an item from the grid or to change the order of the items listed in the grid.
  • Items grid. Select the sales taxes to include in this group. The drop-down list includes all Sales tax invoice items (not the sales taxes defined in the Setup > Firm Information > Sales Taxes screen). The grid includes the description and rate for each sales tax invoice item included in the group. The Total Rate field below the grid is the sum of the rates for all sales tax items selected in the grid.

    Use the Delete button Move up button Move down button buttons to delete an item from the grid or to change the order of the items listed in the grid.

Related topics

Accounts receivable, overview

Setting up invoice items

Entering customer invoices

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