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IN Line

Use this line type to purchase inventory items when the Inventory module is in use.

The transaction effect on inventory how item balances update) is determined by the transaction type used in the line.

Options Reference

Each option and field on the form is described below. Mandatory options and fields are highlighted in red.

Line type

Select the Inventory line type.

Tax type

This defaults from the supplier, but you can override it. This option determines how to display and calculation tax on the line.

Select

Inclusive - Greentree assumes the price entered into the line is inclusive of tax, and calculates the tax and total values
Exclusive - Greentree assumes the price entered into the line is exclusive of tax, and calculates the tax and total values.

Tax code

This defaults based on the hierarchy outlined in Tax Code Hierarchies. You can override it only if the option to Allow tax rate/amount change is selected for the code in Tax Code Maintenance. It is used to determine the tax percentage associated with the line so a tax value can be calculated.

Code/Description

Select the inventory item using either the item code or description. The inventory general ledger account of the item is the account that will be debited when the invoice line is saved.

Transaction Analysis

If the any of the Transaction Analysis modules are in use, you can assign branch(es) to transaction trees while entering this type of transaction.

Location

This field is enabled only if locations are in use for inventory items. This represents the location the item is being received into. You can change it from the default.

Tran type

This is taken from the supplier, but you can change it. The transaction type determines what the effect on inventory will be when the line is saved.

On order

This displays the current on-order quantity for the selected item.

This field is read only.

Unit of measure

The default value is the selected items purchasing unit of measure, but you can change it. The line price is based on this unit. Greentree converts line quantities back to the item's stocking unit of measure for updating the inventory balances when the invoice line is saved.

Allocated job

This field is enabled if you are using the Job Cost module. Use it to order an item for a specific job, by assigning a job code to the line. When a receipt is processed (which occurs if the invoice is processed any way except using the Select Receipt method), Greentree generates an issue to job transaction.

Activity Code

If Job Cost is used, this displays and holds a list of activity codes that belong to the activity group of the selected job. This will default to the job activity code on the selected Inventory item, unless it does not belong to the job's activity group, but you can change it.

Work Centre

If Job Cost is used, this displays and holds a list of Work Centres for the company. The default value is the default work centre of the activity code, but you can change it.

If:

Advanced Job Cost Work Centre Plans are used, then the activity code and work centre selections need to comply with the job's plan settings.
The invoice is created using the Select Receipt method the line has previously been received) and there is a variance between the line received value and invoiced value, a cost variance transaction may also be generated when the invoice is saved.

Dimensions

If you are using Dimension Tracking function, and the line item is a dimension controlled item, click this button to view or edit the dimension details for the item.

Serial/Lot number

If you are using Serial/lot tracking function, and the line item is a serial or lot controlled item, click this button to view or edit the serial/lot details for the item. For more information about how serial/lot function integrates with transaction entry.

Quantity

Enter the line quantity - this will be relative to the unit of measure.

Price

The item cost price defaults to the line using the hierarchy outlined in PO Cost Hierarchy, but you can change it. It will be relative to the unit of measure.

Discount %

This displays using the discount type set up in Supplier Maintenance - Defaults, but you can change it. The line discount value is calculated based on this percentage.

Information If the discount value is overridden, this percentage updates.

Discount

This is calculated automatically based on the discount percentage, although you can override that value. If you override the value, the discount percentage recalculates based on the discount value you enter here.

Tax %

This will display based on the tax code selected for the line, although you can override it only if the option to Allow tax rate/amount change is selected for the code in Tax Code Maintenance. The line tax value is calculated on the basis of this percentage.

Note: If the tax value is manually overridden, this percentage will update.

Tax

This will be calculated automatically based on the tax percentage, although you can override it only if the option to Allow tax rate/amount change is selected for the code in Tax Code Maintenance. If you override this value, the tax percentage recalculates based on the tax value entered here.

1099 code

This field is enabled if the company is subject to North American sales tax and 1099 reporting is in use.

In these circumstances, a 1099 tax code must be entered for the transaction line. The code defaults in the first instance from the supplier, or if no code is assigned at that level, it is taken from Accounts Payable Module Control.

Total

Greentree calculates the value in this field using the formula [quantity x price] less discount value.

Narration

Enter an unlimited narration for the line. This will default to the first transaction line from the header if the AP Module Control option Default invoice/credit note header narration to the first line item is selected, otherwise it is blank.

If a narration is entered for the first line, it defaults to the second and subsequent lines. However, you can override or delete the narration. The narration for subsequent lines will default on the basis of the edit. This narration prints on the AP invoice.

Job name

If a job code is allocated to the invoice line, this displays the job name in read-only format for your reference.

Est. Weight/Act. Weight

These fields displays if you are using variable dimension function for purchasing.

Add line

Click this button to save the current line if you are entering using the form, and continue to enter a new line.