Adding lines: products, services, quantities and units

Each line on an invoice represents one type of product or service you are selling. You specify the item, quantity, unit of measure, and price for each line. Usystems calculates the line total automatically.

Before you start

• The invoice must already have a customer selected.
• Your products and services should already be created in Products → Products or Products → Services.
• You should know how many units of each item you are selling and at what price.

Steps

1. With the invoice open, look for the Lines section (usually in the middle of the form).

2. Click Add line to insert a new line item.

3. In the Item field, search for and select the product or service you are selling. Begin typing the name or code to filter the list.

4. The unit of measure (e.g., pieces, kg, liters, hours) will populate from the product definition. If the product allows different units, you can change it here.

5. Enter the Quantity — the number of units you are selling.

6. The Unit Price will default from the product's list price. Adjust it if you want to charge a different amount for this transaction.

7. The Line Total (quantity × unit price) is calculated automatically.

8. To add another line, click Add line again. Repeat steps 3–7 for each item.

9. When all lines are entered, review them and proceed to save the invoice.

Accounting impact

Each line item affects:

• Sales revenue: credited (increased) by the line total.
• Inventory (if applicable): reduced by the quantity sold, valued at cost.
• Cost of goods sold: recorded for the product cost.

The invoice's grand total is the sum of all line totals, which becomes the customer's total debt.

Tips & common mistakes

• One line per item type. If you're selling 5 units of Widget A at one price and 3 units at a different price, create two separate lines.
• Check the unit. A product might be defined in pieces but you need to sell by weight. If your unit doesn't match the list, verify with your administrator before proceeding.
• Quantity must be positive. You cannot sell a negative quantity. If you need to reverse a sale, use a refund or credit memo instead.
• Price override. If you adjust the unit price for a single sale (e.g., a discount for a loyal customer), the new price applies only to this invoice — it does not change the product's default price.