Documentation/ Checking the line items/ The item list
The item list
The items tab shows one row per document line. Which columns you get depends on the document type and on the integration you have, but the core is always the same: what, how much, at what price.
Document › Items tab
On this page
The main columns
| Column | What is in it |
|---|---|
| Description | The item's text as it appears on the document. |
| Quantity | Units delivered or invoiced. |
| Unit of measure | The unit the supplier counts in: each, case, kilo, litre. |
| Unit price | Price per unit, before discounts. |
| Discounts | Up to three discounts one after another on the line. |
| Discounted price | The price once they have gone on. |
| Amount | The line total. |
| VAT | The tax rate on that line. |
The VAT column came later than the rest, so it shows once even where you had your own choice of columns saved. Take it out and it does not come back.
The lines' amounts added up have to come to the document's net amount. When they do not, the document's status says so.
Codes and identification
| Column | What is in it |
|---|---|
| Code | The item's reference according to the supplier. |
| ERP code | The same item's reference in your management system. |
| EAN | The barcode, when the document carries it. |
| Item | The product master record the line has been tied to. |
The ERP code is what lets the document go to your management system with nobody touching it: without it, plenty of destinations refuse the line.
Classification
| Family | How the item is grouped in the master. |
| Raw material | Classification by what the product is. |
| Cost centre | Analytical coding. |
| Nominal account | The line's account, when it differs from the document's. |
These columns are filled from the product master. An unclassified item leaves the row empty in them, and that shows up in the reports by family.
Price control
| Last price | The price the last time that item came in from that supplier. |
| Change | The difference from that price, as an amount and a percentage. |
| Price alert | A flag according to how big the change is and which way it went. |
It is the check that catches the rises nobody told you about. An item with nothing before it has nothing to compare against, and the column says so.
Traceability
| Batch | The batch of what was delivered. |
| Expiry date | That batch's expiry. |
| Registration number | An extra reference on the line, where the document has one. |
They are pulled out when the document carries them. They matter in food, pharmacy and anything else where traceability is required.
Searching within the lines
The search box on the tab filters on description and code at once, and it ignores case and accents: typing azucar finds "AZÚCAR". It is for finding one line in a document of a hundred.
The tab's totals
Below the list you get the lines' totals: how many items, the quantities added up and the amounts added up.
The amount total is the one to hold up against the header's net amount: if they differ, that is where the gap is.
The totals cover the lines on view. With the search box in use they add up only what was found, not the whole document.
The status on each line
Every line carries its own status, with two basic values:
| Status | What it means |
|---|---|
| Item OK | The line has passed its checks. |
| Review item | There is something to look at on that particular line. |
The document list sums that up in its item status column, so you can filter for the documents with lines to look at without opening them.