Adding Items to Invoice

Adding Items to Invoice

Adding items to your sales invoice is a fundamental part of creating invoices in EquiBillBook. This guide covers different methods to add items, search for products, and manage item details on invoices.

Methods to Add Items

There are several ways to add items to an invoice:

• Search and Select: Type to search and select from dropdown
• Browse Items: Click to browse available items
• Quick Add: Use item code or barcode to quickly add
• Copy from Previous: Copy items from another invoice

Adding Items Using Search

The most common method is using the item search field:

1. Click in the Item or Product field
2. Start typing the item name, code, or SKU
3. A dropdown will appear showing matching items
4. Select the item from the list
5. The item will be added to the invoice with default quantity (usually 1)

Item Details Automatically Populated

When you select an item, the following information is automatically filled:

• Item Name: Product name
• Description: Item description (if available)
• Unit Price: Selling price (based on price group or default price)
• Unit: Unit of measurement (e.g., pcs, kg, box)
• Tax Rate: Applicable tax/GST rate
• HSN/SAC Code: Tax classification code

Modifying Item Details

After adding an item, you can modify:

• Quantity: Enter or adjust the quantity
• Unit Price: Modify the selling price (if permitted by permissions)
• Discount: Apply item-level discount (percentage or fixed amount)
• Description: Edit or add item description
• Tax Rate: Change tax rate if needed (may be restricted)

Adding Multiple Items

To add multiple items to an invoice:

1. Add the first item using search or browse
2. Enter quantity and review details
3. Click "Add Item" or press Enter/Tab to add another row
4. Repeat for each additional item
5. All items will be listed in the invoice items section

Adding Items by Barcode

If you have barcode scanning enabled:

1. Click in the item search field
2. Scan the barcode using a barcode scanner
3. The item will be automatically added
4. This is especially useful for POS and quick invoice creation

Adding Items by Item Code

You can directly enter item codes:

1. Type the item code in the search field
2. If the code matches, the item will be selected
3. Useful if you know item codes by heart

Item Selection Features

The item selection dropdown shows:

• Item name
• Item code/SKU
• Current stock (if stock tracking is enabled)
• Selling price
• Item image (if available)

Stock Availability Check

When adding items (if stock tracking is enabled):

• Current stock level is displayed
• Warning shown if quantity exceeds available stock
• You can still add items with negative stock (based on settings)
• Stock is deducted when invoice is saved/finalized

Removing Items

To remove an item from the invoice:

• Click the Delete or Remove button/icon for that item row
• Or select the row and press Delete key
• Confirm removal if prompted
• Totals will be automatically recalculated

Reordering Items

Some interfaces allow you to:

• Drag items to reorder them
• Use up/down arrows to change position
• Order affects how items appear on printed invoices

Bulk Item Operations

For invoices with many items, you can:

• Add items in bulk using import (if available)
• Copy items from previous invoices
• Use templates with pre-configured items

Item Price Groups

Item prices may vary based on:

• Customer price group
• Quantity-based pricing
• Special pricing rules
• Promotional pricing

The system automatically applies the correct price based on your settings.

Item-Level Discounts

You can apply discounts at the item level:

• Enter discount percentage (e.g., 10%)
• Or enter fixed discount amount
• Discount is calculated and shown for that item
• Net amount (after discount) is used in totals

Special Items

You can add:

• Services: Non-inventory items (no stock tracking)
• Bundles: Pre-configured item bundles
• Custom items: One-time items not in your item master

Tips for Adding Items

• Use descriptive item names for clarity
• Verify quantities before finalizing
• Check prices, especially if they've changed
• Review stock availability for inventory items
• Add item descriptions when needed for clarity
• Double-check item codes to avoid mistakes

Troubleshooting

If you have issues adding items:

• Item not found: Verify the item exists and is active
• Price not showing: Check price group settings
• Stock warning: Review stock levels and settings
• Tax not calculating: Verify item tax settings
• Permissions: Ensure you have rights to add items and modify prices

Best Practices

• Keep your item master updated for easy searching
• Use consistent item codes and naming
• Add items in logical order (group similar items together)
• Review the invoice before finalizing
• Verify all items are correct before sending to customers

Adding items to invoices efficiently is key to creating invoices quickly and accurately. Familiarize yourself with search features and item selection to streamline your invoicing process.