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


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

To add an inventory item, click the Add or Pick button (refer to Using 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 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 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.

In the Quantity column, you can specify the item quantity and in the UOM 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.

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 Item Pricing). You can enter the prices manually if you have appropriate access rights.

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. 

The values in the Amount column are automatically calculated for each item according to the specified prices, quantities, and discounts.

If the VAT Applied option is selected for this document 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.

If the Enable Project Tasks option is selected on the Administration > Settings > Project Costing form, you can link each item with a specific project task. By default, the Project Task column is available on the Inventory and Services tab. You can move it as a field to the Main tab if you need to link the entire document with one task. For this, use the Settings button on the toolbar.

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

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 > Sales 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).

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.