Line Items Tab

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Use this tab to indicate all the items being purchased. All the items appear in a table and called Line items.

Click the Update Cost button to update the price of the inventory line item or all inventory line items for the selected counter sale, depending on the value you select. The price of the item is determined by the cost of the item: Price = Cost + Markup % defined on the Inventory Analysis Code Maintenance form.

Line Type

This field is based on Module Control, Sales tab setting. These line item types are available:

• CRM Product - Select a product from the dropdown list. The list contains all the products registered in the CRM. The price defaults to the price entered when setting up products. You can update the price. You can specify the quantity and discount.
• General Ledger - This line type is used for items that do not form part of the inventory, but are included in the list of services rendered by your company such as consultancy fees. Select a general ledger account from the dropdown list. You can enter price details and quantity if allowed for the item selected.
• Inventory - Select an inventory item from the list.
• Non-stock items - These items represent administrative or logistic type of tasks which incur cost, such as postage and freight. Select a non-stock item from the list. You can specify quantity, price, and discount.
• Text only - A text line item is created which enables you to enter text as part of the quote — for example, description of service required.

The selection fields on the form display according to the line item type selected.

You can select multiple line items from different line item types.

Tax Type

Select this option to indicate whether the unit price for the line item displays inclusive of exclusive of tax. The description that displays next to the line total for the item uses the tax type selection.

Tax Code

Tax Code is based on this sequence:

• AR Customer
• Inventory Item Pricing
• Price Book
• Inventory Item
• Company

You can change this field by selecting the applicable tax code for the item from the dropdown list.

Inventory

If Inventory is selected as the line type, these inventory fields are used:

• The Code field identifies the inventory item selected from the dropdown list. The Description field is filled with the inventory item's description entered on the Inventory Maintenance form.
• The Description field displays the description of the inventory item selected. You can select the description from the dropdown list, in which case the Inventory Item Code is filled.
• Location defaults to the location as set with the user. You can update the location.
• Price Book defaults to the price book on the Main tab on the Quote Maintenance form. You can change the price book for the line item.
• The UOM defaults to the unit of measure entered for the inventory item on the Inventory Maintenance form. You can also select a unit of measure from the dropdown list.
• Text Type - Select the text type to use for the selected inventory item.

Text types are defined on the Text Type Maintenance form. Text types contain default narration text. Text types are allocated to inventory items on the Text Maintenance form. Use the Text Maintenance form to add text for the inventory item.

The Text Type search field on the Quote Maintenance form lists all the text types assigned to the inventory item you selected. The narration field updates with the text for the text type you select.

• Update Cost button: If selected, the prices of the inventory line items are updated from inventory. You can update the price for all inventory items with the quote or for only the selected inventory line.
• You can also search for a specific inventory item by using the:
• Greentree Inventory Advanced Search feature: Click in the Code field and then click the Advanced Query button in the menu bar
• CRM Inventory Search feature: Ensure that the Use CRM Inventory Search option is selected on the Sales (More) tab on the CRM Module Control form. This option controls the availability of the IS (Inventory Search) button on a number of forms, including the Quote Maintenance form. Click the IS button to open the CRM Inventory Search form.

The Inventory Search form opens. Use it to find the inventory item.

CRM Product

If CRM Product is selected as the line type, you must select one of these fields:

• Code - Select the CRM product code from the dropdown list. The Description is filled.
• Description - Select the description for the CRM product from the dropdown list. The code is automatically filled.
• Subcode - This field is used with general ledger lines, entered as part of the CRM product selected. You can enter a subcode, which updates the general ledger lines on the invoice or sales order. The subcode enables you to create a grouping of general ledger lines.

GL Account

If General Ledger is selected as the Line Type, the GL fields are used as:

• Company defaults to the company that you are logged in to. You can select another company from the dropdown list.
• Select the general ledger account number from the dropdown list. When you select the general ledger account, the Short Code and Description fields are automatically filled with the values entered on the Account Maintenance form.
• You can select the Short Code or the Description. The remaining two fields are automatically filled with the values entered on the Account Maintenance form.
• Subcode enables you to create a grouping of general ledger lines. You can enter a subcode for the general ledger line. The subcode is updated on the invoice or sales order when the quote is converted.

Non-Stock

If Non-Stock Code is selected as the Line Type, these non-stock fields are used:

• You can select the non-stock item from the list.
• The Item Description is filled according to the item selected. You can select the Description, in which case the non-stock item is filled.
• The general ledger account is filled according to the non-stock item selected.

Text Only

Enter general text as a line item. This line item gives you the ability to add descriptions, specifics, requirements, notes as part of the line items.

Quantity

Enter the number of items required, for the selected item.

Price

This field defaults to the price entered for the item. If the tax type is:

• Inclusive, then tax has been included in the price.
• Exclusive, then tax has not been included in the price.

You can update the price. If no Price exists for this item, you can enter it.

Cost

This field defaults to the cost price of the item entered on the Sales (More) tab on the Module Control form. Cost can be:

• Edited
• Display only
• Hidden

Note: The Margin fields are hidden as well. If Hold Cost is selected, then the cost as captured on the quote is retained when processing the order, regardless of the Recalculate Cost setting.

Discount %

This field defaults to the Invoice Discount % entered for the AR customer linked to the organisation selected. You can update this field by entering the percentage of Discount applicable to the selected item. The Discount field is updated when the Discount % field is modified.

Discount

This field defaults to the Line Item Price x Default Discount % for the AR customer, displayed in the Discount % field. You can update the discount amount by entering the amount for the selected item. The Discount % field is updated when the Discount amount is modified.

Narration

Enter any text for the line item.

• If a text type is selected for an inventory item on a quote, then the narration defaults to the default text for the inventory text type selected.
• If the quote is created from a booking activity, then the narration defaults to Resource Name, Start Date, and End Date.
• If the quote is created from an individual booking, then the narration defaults to Contact Full Name and Activity Description.

Tax %

This field defaults to the tax code entered for the AR customer linked to the organisation selected. The Tax % field is display only and calculates the tax amount.

Tax

This field defaults to the Price of the Line Item x Default Tax % for the AR contact, displayed in the Tax % field. This field is display only.

Margin %

This field represents the percentage profit made on the item. For inventory items the margin percentage defaults to the difference between the cost and selling prices as a percentage of the sell price of the selected item entered on the Inventory Maintenance form.

Note: If Cost is set to hidden, then this field is hidden as well.

Margin

This field represents the amount of profit made on the item. This field is calculated using the Margin % specified.

Note: If Cost is set to hidden, then this field is hidden as well.

Line Total

This is calculated as (Quantity x Price) - Discount for the selected tem. If tax type is:

• Inclusive, then tax is included in the line total.
• Exclusive, then tax is excluded from the line total.

Text Only

Enter general text as a line item. This line item gives you the ability to add descriptions, specifics, requirements, notes as part of the line items included on the quote.

Hold

This option uses the setting on the Sales tab of the Module Control form. You can change this option.

If Hold Cost is selected, then the cost as captured on the quote is retained when processing the order, regardless of the Recalculate Cost option on the Packing Slip and Invoice tabs of the Sales Order Module Control form.

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