Refer to Creating an Invoice. The Inventory and Services tab (Works and Work Costs) for specific functionality provided by the following options:

• Enable Items of Work Type in Sales Documents  selected on the Administration > Settings > Sales form
• Enable the Phased Revenue Recognition functionality selected on the Administration > Settings > General Settings form

This topic describes the functionality available for the Inventory and Expenses tab in case the abovementioned options are not used in your system. 

The Inventory and Expenses tab includes the list of inventory items and services that were sold to the customer.

If revenue from sale of specific items require recognition during multiple sequential months, you can create deferrals for such items. For items which are sets—a set includes other items as components and selling the set means selling its components according to the specification—you can specify their components by selecting the specifications.

The "Invoice (create)" form. The Inventory and Services tab

To add an inventory item, click the Add or Pick button (refer to Working with the pick operation). In the Item column, select an item from the Items list or create a new item. For more details, refer to Items. Alternatively, you can import the list of items with all the details from an Excel document. For this, click the button on the table toolbar and follow the step-by-step instructions in the appeared window. The imported list can be edited.

In the Quantity column, you can specify the item quantity and in the Unit column, you can select an UOM for the item if the Multiple UOMs per Item option is selected on the Administration > Settings > Purchasing and Warehouses form.

The Characteristic column is available if the Enable Item Characteristics option is selected on the Administration > Settings > Purchasing and Warehouses form. In this column, you can specify additional properties (such as size, color, and so forth) of each listed item if the Use Characteristics option is selected for the item in its master record (see Items).

The Batch column is available, if the Enable Batches option is selected on the Purchasing and Warehouses form. In this column, you can specify the batch (lot) number for the items for which the Use Batches option is selected. Generally, you must specify batch numbers for items with expiration dates, items transferred for consignment or to third-party contract warehouses. To learn more about the item settings, see Settings: Purchasing and Warehouses.

The Serial Numbers column is available if the Use Serial Numbers option is selected on the Administration > Settings > Purchasing and Warehouses form. For each serialized item (for which the Use Serial Numbers check box is selected on the Items form), click in the column to open the Serial numbers dialog box. In this dialog box, you must enter the serial numbers according to quantity of the item.

The Specification column is available if the Use Sets for Sales option is selected on the Administration > Settings > Purchasing and Warehouses form, and you can select a specification to be used for the item if item is a Set. Click the Set Components button on the toolbar to specify the components for the set.

 If the Enable Additional Price Factor option is selected on the Administration > Settings > Sales form, you can select a particular factor defining which price list must be used. The Price column is filled in automatically if prices are available from the appropriate price list (see Price Lists). You can enter the prices manually if you have appropriate access rights.

By default, in the Content column, the item description appears.

In the Comment column, you can enter some additional information about an item.

The Discount,% and Discount (or Discount Price) columns are available if the Enable discounts and markups in sales documents option is selected on the Administration > Settings > Sales form. Use these columns to specify the manual discount granted to the customer. The default discount can be set in the customer contract. 

The Auto-Discount % and Auto-Discount columns are available if the Enable Automatic Discounts and Markups option is selected on the Administration > Settings > Sales form. Non-zero values in these columns indicate that one or more discounts are applied because their conditions are met in the document. If you change any line in the document, click the Auto button to recalculate the automatic discounts. For more information on discounts, refer to Overview of Trade Discounts. 

In the GL Accounts column, you can view the default accounts to be updated by this transaction. If needed, you can replace them with other accounts.

You can use the Income Item, Expense Item, and Business Activity columns to specify parameters for further analysis of the sales transaction.

The values in the Amount column are automatically calculated for each item according to the specified price, quantity, and discount.

If the VAT Applied option is selected for this invoice on the Main tab, the VAT, % and VAT Amount columns are available. The VAT amount is calculated in the currency of the document according to the amount and VAT-related settings (which are specified on the Main tab) as follows:

• If the Prices Include VAT option is selected: The VAT amount is extracted from the item amount (Amount), that is,

                    VAT_Amount = Amount*VAT_Rate/(100+VAT_Rate).

• If the Prices do not Include VAT option is selected: The VAT amount is calculated based on the item amount, that is,

                    VAT_Amount = Amount*VAT_Rate/100.

The Total amount is automatically calculated according to the VAT-related settings as follows:

• If the Prices Include VAT option is selected: Total = Amount.
• If the Prices do not Include VAT option is selected: Total = Amount + VAT_Amount.

The tab toolbar buttons

Use the Up and Down () buttons to rearrange the items in the list.

The Set Components button on the table toolbar is available if the Use Sets for Sales option is selected on the Administration > Settings > Purchasing and Warehouses form). This button is active only for items of the Set type (for details, see Items.) For each item which is a set, you can select the Specification. To view a list of the set components, click the Set Components button on the toolbar - this opens the Set Components dialog box (below in the topic).

If the Recalculate Automatic Discounts When Line is Changing option is selected on the Administration > Settings > Sales, discounts will be automatically recalculated on any changes occurred in a sales document. 
If the Recalculate Automatic Discounts When Line is Changing option is not selected, the users will need to click the  button on the toolbar to initiate re-application of automatic discounts. The red color of circular arrows on the button indicates that the document has been changed and discount re-application is required. Green color of the arrows (  ) indicates that auto-discounts are updated. 

If you need to create a deferral for any item in the list, select the item and click Create / Cancel Deferral on the toolbar to invoke the Deferred Revenues dialog box (below in the topic). The icon in the first column indicates that for this item a deferral was already created. To cancel the deferral, click Create / Cancel Deferral on the toolbar and then Cancel Deferral in the dialog box.

The Set Components dialog box

You can use this dialog box to select the specification for an item which is a set.

The Set Components dialog box

The Specification field shows the default specification for the item, however, you can select another one or create a new specification if needed. The table contains the list of items included in the set.

Click Apply to use the selected specification for the set and close the dialog box. Click Close to close the dialog box without applying the changes.

The Deferred Revenues dialog box

You can use this dialog box to specify the deferral parameters.

The Deferred Expenses dialog box

A description for deferred revenue is auto-generated, however, you can edit or replace it.

By default, the Deferred From field shows the date of the document. If needed, you can specify another date. In the To field, select the date of the deferral end.

In the Calculation Method field, you can select one of the following methods:

• Evenly by Month: To split the amount evenly by the number of deferral months.
• By Calendar Day: To split the amount by the number of days in each month of deferral.
• Manually: To manually specify the amounts for each month of deferral.

In the GL Account field, you can select an account to which the deferred revenues will be posted.

In the Income GL Account field, select an income account to be used to post the revenue amount recognized each month.

You can use the Department, Income Item, and Business Activity fields to specify parameters for further analysis of deferred revenues.

You can use the Project field to link the deferred revenue with a specific project.

To save the deferred revenue, click Save in the dialog box. To discard the changes, click Cancel.

The Applied Discounts (Markups) for the Row dialog box

Using this dialog box, you can view the amounts of the manual and automatic discounts applied to the selected document line. 

The Applied Discounts (Markups) for the Row dialog box 

The Item and Characteristic fields show the item with specific characteristic (if applicable) that is selected in the invoice. 

The Discount Amount field is populated with the amount of manual discount specified for the invoice line with the item. 

The Auto-Discount Amount field is populated with the amount of automatic discount applied to the invoice line with the item. 

The Total Discount field is populated with the total amount of manual and automatic discounts for the invoice line with the item. 

The rule of multiple account application (Addition as in the screenshot, just above the table) lists the conditions used for the upper-level group of discounts. 

The table contains a list of available automatic discounts, in which the applied discounts are shown in regular black font, while the discounts whose conditions were not met are shown in red strikethrough font, and the discounts whose conditions are met but which were not applied due to the discount combination rule (selected on the Automatic Discounts and Markups form) are shown in light grey strikethrough font.