The field information provided describes how to enter and modify parent line items and modify system-generated tax line items. In some cases, you cannot modify field values for tax line items.
Entity ID
For an expense line item, select the entity to which you want to allocate the expense.
You cannot modify this field for a tax line item. The tax must be applied to the same entity that the taxable expense is applied to.
Cash Type
Select the type of cash account to use to pay the expense or tax.
Account Number
Select the general ledger account number to post the expense or tax amount to. A default account number may appear in the field if AP is set up in MRI for Windows to display default account numbers for vendors and an account number is defined for the selected vendor.
Department
If your organization tracks costs by department, select the department to allocate the expense or tax to. This field is only available if your system is set up in MRI for Windows to use departments.
Job Code
If your organization tracks costs by job, select the job to allocate the expense or tax to. This field is only available if your system is set up in MRI for Windows to use jobs.
Reference
Enter a description of the line item.
If you selected a loan schedule for the template, the reference displays either "Principal Loan [Loan Schedule ID]" or "Interest Loan [Loan Schedule ID]" to indicate the portions of a loan payment that the line item represents.
Entry Currency
(Multiple-currency only) Displays the currency of the item amount as submitted by the vendor. The system populates this field with the currency selected in the Invoice Amount Currency field in the header area.
Original Item Amount
To modify the amount of a line item, enter the new amount.
This field is used instead of the Item Amount field if your system is set up to allow inclusive tax calculations.
You cannot adjust the system-generated tax amount on a recurring invoice template.
If you selected a loan schedule for the template, the amounts for a loan schedule line item cannot be entered since the amounts are supplied from the loan schedule when the template is used to create recurring invoices.
Item Amount
For a parent line item, the system populates the field with the amount entered in the Invoice Amount field in the header. If the amount of the parent line item is different, enter the amount for the line item.
You cannot adjust the system-generated tax amount on a recurring invoice template.
If you selected a loan schedule for the template, the amounts for a loan schedule line item cannot be entered since the amounts are supplied from the loan schedule when the template is used to create recurring invoices.
Note
If the Item Amount fields are dimmed, your system is set up in MRI for Windows to allow inclusive tax calculations. To modify a parent line item amount, enter the amount in the Original Item Amount field instead. If your system is set up to allow inclusive tax calculations, you cannot modify a system-calculated tax amount.
Discount Amount
(System-generated) Displays the amount discounted from a line item amount as an incentive for paying the invoice within a certain number of days of receiving the invoice. You cannot enter or modify a discount amount for any type of line item on a recurring invoice template.
The system calculates and displays a discount for a parent line item if AP is set up in MRI for Windows to allow vendor discounts, the vendor is set up to allow discounts, and discount terms are set up for the vendor.
The system calculates and displays a discount for a tax line item if AP is set up in MRI for Windows to allow vendor discounts and discount tax amounts, the vendor is set up to allow discounts, and discount terms are set up for the vendor.
If you selected a loan schedule for the template, the amounts for a loan schedule line item cannot be entered since the amounts are supplied from the loan schedule when the template is used to create recurring invoices.
Net Amount
(System-generated) Displays the line item amount minus the discount amount.
If you selected a loan schedule for the template, the amounts for a loan schedule line item cannot be entered since the amounts are supplied from the loan schedule when the template is used to create recurring invoices.
Tax
For a parent line item, select the tax code to use to calculate tax for the expense.
You cannot specify a tax code for a tax line item.
Allocation Code
To distribute a line item expense according to a predefined distribution, select a predefined allocation, and then click Apply Proration. On the Invoice Allocation dialog box that appears, click Save without completing the fields.
This field is only available if AP is set up in MRI for Windows to allocate expenses by line item.
Status
Select the payable status of the line item.
Note
To enter additional information about the line item, click Note, enter the note, and then click Save.
Split
To divide an expense into another line item, split the line item.
You cannot split a system-generated tax line item.