Line Items can be extracted from your invoices during processing by AutoEntry. They can also be added manually by you after processing has completed.
Click on any of the following headings for more information:
What is extracted?
A full extraction of item description, individual item price and Net/Tax/Total amounts (where available) is done.
How do I switch on Line Item extraction?
For Purchase and Sales Invoices, Line Item Extraction can be switched on in two ways:
At a company level, for all invoices processed for that company, you can find the option under Company Settings. Simply check the box for the option to be
enabled, and click the Save Changes button afterwards.
Before you upload your documents, you can select Line Item Capture for the invoices you are about to upload in the window itself. Line items will only be extracted for that upload and will turn off again for the next upload.
For Purchase Invoices, there is also a third way to request Line Item extraction at the supplier-to-supplier basis within the supplier's settings in your Company Contacts.
How do I add Line Items manually?
You can add Line Items manually by using the Add Line Items button when viewing an invoice near the bottom of the page.
When Line Items are added, the description for each line is used for that item, ignoring the description field in the invoice header. Individual category and tax codes can be applied which are remembered per VAT rate, ignoring the defaults in the invoice header. Separate cost centres (region/tracking codes) can also be applied depending on your accounting software (some don't allow this).
Line items can be deleted using the blue x to the right.
Additional line items can be added by clicking +Add New Line Item.
Once Line Items are present, either added manually or by AutoEntry, a summary is available to ensure that the line item totals match the invoice totals.
Line Item Extraction Expanded View
When using the line item feature in AutoEntry, it can sometimes be difficult to see all the fields or to fill in the fields especially if you are using a smaller screen, or if multiple fields are in use such as tracking categories. Some of the fields can be hidden behind the invoice image.
The Line Item Expanded View function allows you to work on the line items in full-screen mode. To expand the line item view, simply click on Expand to the top right of the line item section.
This opens the line items out to fill the lower half of your screen with the Invoice image zoomed in on the top half.
While using the expanded view, all the normal functionality remains (adding new line items - bottom left, tab to next field, etc). You can adjust the size of the Line Item section using the slider to the top of the line items and collapse the field back to the normal view by hitting Hide to the top right.
Line item extraction will not capture the product quantity in a small number of cases:
Unit quantity with decimal places
Unit price with more than 2 decimal places
Discounts in line per line item
In these rare cases, the unit quantity will default to 1 and the line totals will reflect the totals for the line with no per item cost.
AutoEntry cannot account for multiple units or cases (e.g. 1 case of 24 units). This will be extracted as one unit.
Within each supplier's settings, line item descriptions can be remembered, and rules can be set for that description. You can include keywords and have automatic Category, Product, Tax or Tracking Category codes applied. See here for full details.
For QuickBooks Online users, line item extraction can be used for stock/inventory control within QuickBooks Online as the Category selection is replaced by Product/Services.