Invoice line items

Quantity

Number(10, 2)

• Field to be filled in.

• Automatically filled in if the invoice is created from another object.

Unit Price excl. VAT

Currency(16, 2)

• Unit price before tax.

• Field to be filled in.

• Automatically filled in if the invoice is created from another object.

Position

Number(4, 0)

• Allows you to put the Invoice Line items in a certain order for display on the Invoice PDF.

• For some features of the Visualforce page, this field is important.

Percentage

Percent(4, 6)    

• This is the percentage that is entered when creating a detailed invoice.

• Here is an article on this subject: Quotations - Invoicing from a quotation.

Invoiced (%)

Formula (Number)

• Percentage used to calculate the amount of the Invoice Line item (precise amount before any discounts).

• Formula:

  • If the Percentage field is filled in, the value of this field is taken.

  • Otherwise the Percentage invoiced = 1

Amount excl. VAT before Discount

Formula (Currency)

• Amount before tax before application of the discount.

• Formula :  

  • Percentage * Coefficient * Quantity * Unit price

  • If the Percentage = 0, calculation with 1, otherwise with the informed Percentage.

  • ROUND function applied.

• 4 decimals.

Discount Amount

Formula (Currency)

• Invoice Line Discount Amount.

• Formula :

  • Precise amount before all discounts * Discount rate

  • ROUND function applied.

• 2 decimals.

Discount Rate

Percent(4, 6)

• Discount rate applied to the Invoice Line item.

• Field to be filled in.

• Automatically filled in if the Invoice was created from another object.

VAT Amount

Formula (Currency)

• Value Added Tax amount of the Invoice Line item.

• Formula : Amount before tax * VAT rate

• 2 decimals.

VAT Rate (%)

Picklist

• Value Added Tax, as a percentage applied to the Invoice Line item.

• This is a managed field, but you can add values to the list or restrict the list to values needed for your business needs.

Amount incl. VAT

Formula (Currency)

• Amount including all taxes of the Invoice Line item.

• Formula : Amount without tax + Amount with VAT

• 2 decimals.

Calculated Pro-Rata

Percent(4, 6)

• This field is filled in by an Apex trigger that takes the ratio between the period covered by the Invoice Line item divided by the period covered by the Invoice (= total billing period) multiplied by 100.

Manual Prorata

Percent(4, 6)

• If you want to refine or correct the prorate, you can enter a prorate rate here that will be used in priority over the calculated prorate.

Prorata applied

Formula (Percent)

• Formula:

  • If the Do Not Prorate box is checked, the number 1 is used for the calculation.

  • If the Do not prorate box is not checked :

    • And the Manual Prorate field is filled in,

    • And the percentage in the field Manual Prorata is not 0,

      • The manual Prorata percentage is applied here.

  • If the box Do not prorate is not checked :

    • And the Calculated Prorata field is filled in,

    • And the percentage in the field Calculated Prorata is not 0,

      • The calculated Prorata percentage is applied here.

  • If the box Do not prorate is not checked :

    • And these two fields are not filled in,

    • Or the percentage entered in both fields is 0,

      • The number 1 is used for the calculation.

Do not pro-rate

Checkbox

• Allows you not to prorate an Invoice Line item.

Invoicing Period (Days)

Number(6, 2)

• This field is fed by an Apex trigger, which calculates the number of days between the Start Date and the End Date of the Invoice Line item.

Total Invoicing Period (Days)

Formula (Number)

• If in the selection list Origin the value Accrual is filled in, then the line has been created by the Accrual functionality:

  • The Billing period (days) field of the original invoice is included in this field.

• If another value is selected in the Origin selection list:

  • The Billing period (days) field of the invoice that is linked to the Invoice Line is taken over in this field.

Start Date

Date

• By entering a date in this field, you are manually modifying the date calculated in the field Billing period start date.

End Date

Date

• By entering a date in this field, you are manually changing the date calculated in the Billing Period End Date field.

Do not distribute

Checkbox

• Reduces the invoicing period to 1 day by setting Invoicing Period End Date = Start Date.

• If the periodic distribution is activated (functionality license) and this box is checked, only one periodic distribution will be generated with the end date = the start date.

• Beware: if the prorations are activated, the invoice line will be prorated, so you must also check the box Do not prorate on the Invoice Line Item.

Invoicing Period Start Date

Formula (Date)

• Indicates the date calculated for the invoicing start of the Invoice Line item.

• Formula:

  • If the Do not distribute box is checked, the Invoice Date (Invoice) is filled in.

  • If the Do not distribute box is not checked :

    • And the Start field is not filled in,

    • And the field Start date (Invoice) is not filled in,

    • And the Invoice date (Invoice) is lower or equal to the Invoice period end date,

      • The Invoice Date (Invoice) is filled in.

  • If the box Do not restart is not checked :

    • And the Start field is not filled in,

    • And the field Start date (Invoice) is not filled in,

    • And the Invoice date (Invoice) is higher than the Invoice period end date,

      • The End date of the invoicing period is filled in.

  • If the box Do not distribute is not checked :

    • And the Start field is not filled in,

    • And the field Start date (Invoice) is filled in,

    • And the Start date (Invoice) is less than or equal to the End date of the invoice period,

      • The Start date (Invoice) is filled in.

  • If the Do not restart box is not checked :

    • And the Start field is not filled in,

    • And the Start date (Invoice) field is filled in,

    • And the Start date (Invoice) is greater than the End date of the billing period,

      • The End date of the invoicing period is filled in.

  • If the Do not distribute box is not checked :

    • And the Start field is filled in,

    • And the Start field is less than or equal to the Billing period end date,

      • The Start field is filled in.

  • If the Do not distribute box is not checked :

    • And the Start field is filled in,

    • And the Start field is greater than the Invoicing Period End Date,

      • The Invoicing Period End Date is filled in.

Invoicing Period End Date

Formula (Date)

• Indicates the date calculated for the end of the invoicing period of the Invoice Line item.

• Formula:

  • If the Do not distribute box is checked, the Invoice Date (Invoice) is populated.

  • If the Do not distribute is not checked,

    • And the End field is not filled in,

    • And the field End date (Invoice) is not filled in,

    • And the field Start is not filled in,

    • And the field Start date (Invoice) is not filled in,

      • the Invoice date (Invoice) is filled in.

  • If the box Do not distribute is not checked,

    • And the field End is not filled in,

    • And the field End date (Invoice) is not filled in,

    • And the field Start is not filled in,

    • And the field Start date (Invoice) is filled in,

      • The Start date (Invoice) is filled in.

  • If the box Do not restart is not checked,

    • And the field End is not filled in,

    • And the field End date (Invoice) is not filled in,

    • And the Start field is filled in,

      • The Start field is filled in.

  • If the Do not restart box is not checked,

    • And the End field is not filled in,

    • And the End date (Invoice) field is filled in,

      • The End date (Invoice) field is filled in.

  • If the box Do not distribute is not checked,

    • And the End field is filled in,

      • The End field is filled in.

Total Period Units

Roll-Up Summary (SUM Periodic distribution)

• Field to summarize: Number of units over period of the periodic distribution object.

• The Number of units over period is automatically calculated on each periodic distribution record (by default the number of days in the month).

Revenue Account

Lookup (Accounting Account)

• Account in which the company records its financial actions according to the rules of the General Accounting Plan (GAAP).

• Displays the product accounting account linked to the Invoice Line item.

• Automatically filled in if the invoice was created from another object.

Revenue Entry Line

Lookup (Ledger Line)

• If a sales accounting entry has been created for the Invoice, the revenue entry line is displayed.

• Here is an article on this subject: Sales ledger entries - Use cases & conditions

Analytics 1
Analytics 2

Text(255)

• Information to be filled in according to your specific needs.

• It can be used in the reports, in order to make analyses on the different axes.

Discounts Total (%)

Formula (Percent)

• Total amount of all discounts of the invoice line item (line + footer).

• Formula: Amount before all discounts * Total of all discounts (%).

Discounts Total

Formula (Currency)

• Total amount of all discounts of the Invoice Line item (line + footer).

• Amount before all discounts * Total of all discounts (%).

VAT Accounting Account

Lookup (Accounting Account)

• Accounting account for Value Added Tax.

• Displays the VAT accounting account linked to the Invoice Line item.

• Automatically filled in if the Invoice was created from another object.

VAT Entry Line

Lookup (Ledger Line)

• If a sales accounting entry has been created for the Invoice, the VAT entry line is displayed.

• Here is an article on this subject: Sales ledger entries - Use cases & conditions

Total excl VAT

Formula (Currency)

• Amount before tax after discounts.

• Formula : Amount before discounts * ((1 - Discount rate of the line) * (1- Discount rate of the invoice footer)).

• ROUND function applied.

• 2 decimals.

VAT Total

Formula (Currency)

• VAT amount (after any discounts) of the Invoice Line item.

• Formula: Total excluding VAT * VAT rate.

Amount including taxes

Formula (Currency)

• Amount including VAT (after all discounts) of the Invoice Line item.

• Formula:

  • If the box Old calculation VAT after discount is checked,

    • The Total amount before tax is filled in.

  • If the box Old calculation VAT after discount is not checked,

    • The precise Total amount before tax is filled in.

Accounting Error

Formula (Checkbox)

• This box allows you to see if there are any incorrectly filled in fields for the accounting.

• Formula:

• If the product accounting account is not filled in

• Or the VAT account is not filled in and the VAT amount is higher than 0€.

Accurate Quantity

Number(8, 10)

• Takes the value of the Quantity field.

• Quantity displayed with 10 decimals.

• Used for the export of Sales Entries, because some accounting software require more than 2 decimal places.

Accurate total before tax

Formula (Currency)

• Accurate total before tax (after all discounts) to 4 decimal places.

• Formula: Amount before all discounts * ((1- Discount rate) * (1- Discount rate (invoice))

• Used for the export of the Sales Entries, because some accounting software require more than 2 decimals.

Accurate Unit Price excl. VAT

Currency(8, 10)

• Unit price before tax displayed with 10 decimals.

• Takes the value of the field Unit Price before tax.

• Used for the export of the Book entries, because some accounting software require more than 2 decimals.

Amount excl. VAT before Discount

Formula (Currency)

• Accurate amount before all discounts.

• In 4 decimals.

Amount incl. VAT

Formula (Currency)

• Amount including all taxes to 4 decimals.

• Accurate VAT amount + accurate VAT amount.

• Used for the export of the Sales Transactions, because some accounting software require more than 2 decimals.

Applicable Index

Formula (Checkbox)

• If this box is checked, the unit price revised through the index calculation is applied.

• Formula: this box is checked if:

• There is a Subscription Item linked to the Invoice Line item,

• And on the Subscription Item the applicable Index box is checked,

• And the Index Date on the Bill linked to the Invoice Line item is greater than or equal to the Index Reference Date of the Subscription line Item,

• And the invoice related to the Invoice Line item is not issued.

Coefficient

Number(4, 6)

• This field is used for the calculation of the amounts.

• If it is a credit note, the calculation is made with a coefficient of "-1".

• If it is an invoice, the calculation is made with a coefficient of "1".

Discount (%)

Formula (Percent)

• Repeats the Discount Rate field (6 decimal places) keeping only 2 decimal places.

Discount Rate (Invoice)

Percent(4, 6)

• Footer discount rate entered on the Invoice linked to the Invoice Line item.

Do not distribute

Checkbox

• Reduces the billing period to 1 day by setting Billing end date = Start date.

• If the periodic distribution is activated (paid functionality license) and this box is checked, only one periodic distribution will be generated with the end date = the start date.

• Attention: if the prorations are activated, the invoice line item will be prorated, so you must also check the box Do not prorate on the Invoice Line item.

Issued Invoice

Formula (Checkbox)

• Checked if the invoice linked to the Invoice Line is issued.

• Checked if the Invoice Issued box on the Invoice linked to the Invoice Line is checked.

Index to display?

• Checked if there is a subscription line item linked to the invoice line.

• And the box Index applicable on this subscription line item is checked.

• And the Index Date on the invoice >= Reference date for the index of the linked subscription line item.

Invoice is locked

Formula (Checkbox)

• Checked if the invoice linked to the Invoice Line item is locked.

• Checked if the Invoice Locked box is checked on the Invoice linked to the Invoice Line.

Name

• As the name of the invoice, number automatically filled in when the Invoice Line item is created.

• Displayed by default in the button bar at the top of a record.

Opportunity product

Text(50)

• The opportunity product linked to the Invoice Line.

• Automatically filled in if the Invoice was created from an Opportunity.

Origin

Picklist

• Origin of the invoice line item:

• Ex-nihilo: for a non-recurring invoice.

• Schedule: if linked to a subscription.

• Regularization: if regularization of a previous invoice.

Price Book Entry

Text(18)

• Displays the price list linked to this invoice line item.

• Allows you to associate a price catalog manually.

Price Book Price

Currency(16, 2)

• Returns the Price Book Price configured for the product if you added the Invoice Line by clicking on Manage Product.

Product Rule

Lookup

(Product Rule)

• The product rule provides more information about the context of the product sale (product-related accounting account/product configuration).

• Displays the product rule linked to the Invoice Line item.

• Allows you to go to this product rule.

Quotation Line Item

Lookup

(Quotation Line Item)

• The Quotation Line Item linked to the Invoice Line.

• Entered automatically if the Invoice was created from a quotation.

Regulated invoice

Lookup

(Invoice)

• Displays the original invoice regulated by the feature.
  Here is a link to Subscriptions - Billing regularisation

Revised Unit Price

Formula (Currency)

• New unit price excl. VAT calculated from the reference price (price list) to which a revised index is applied.

• Formula:  

  • If there is no Subscription Line Item related to the Billing Line,

    • The unit price excluding VAT is included.

  • If the Reference index coefficient field on the Subscription Item linked to the Invoice Line item is not filled in,

  • Or the Coefficient index to date field on the invoice linked to the Invoice Line item is not filled in,

  • Or the Applicable Index box is not checked,

    • The unit price excluding VAT of the Subscription Item linked to the Invoice Line item is included.

  • If the Reference Index Coefficient field on the Subscription Line Item linked to the Invoice Line item is filled in,

  • And the Index Coefficient to date field on the Invoice linked to the Invoice Line item is filled in,

  • And the Applicable Index box is checked,

    • Unit price before tax (Subscription Line Item) * Index coefficient to date (Invoice) / Reference index coefficient (Subscription Line Item).

Revised Price applied?

Formula (Checkbox)

• Determines if the revised price was used on the unit price.

• Determines if the index was applied to an Invoice Line item.

Unit Price excl. VAT after Discount

Formula (Currency)

• Formula : Unit price before tax * Coefficient * (1-Discount rate).

Unit Selling Price

Formula (Currency)

• Unit selling price after all discounts (including the footer discount of the invoice line item) of the Invoice Line item.

• Formula: Unit Price before tax * Coefficient * (1- Total all discounts %).

VAT Amount

Formula (Currency)

• VAT amount to 4 decimal places.

• Precise VAT amount * Precise VAT amount.

• Used for the export of the Sales Transactions, because some accounting software require more than 2 decimals.

VAT Rate

Percent(4, 4)

• Displays the VAT rate that was entered in the VAT selection list (%), with 4 decimal places.

VAT Total

Formula (Currency)

• VAT total taking into account the line discount and the footer discount.

• Is used to generate the VAT sales accounting entries and calculate the VAT total of the invoice.

• Formula: Total before tax * VAT rate.

• 2 decimals.