Adding lines: products, expense services and landed cost charges

A bill can include products (inventory items), services (one-off or recurring labor), and landed-cost charges (freight, duties, import fees). Each line captures the item, quantity, price, and account coding.

Before you start

• The bill vendor is already selected
• You have the vendor's invoice showing what was purchased
• You know which products or services you are buying (or you can search/create them inline)
• For inventory, you've chosen a warehouse (see "Choosing the warehouse on a bill")

Steps

1. On the bill form, scroll down to Add Line Items or find the items table.

2. Click + Add Line to create a new item row.

3. Choose the product or service:

   • Click the Item or Product field
   • Search for the product/service by name
   • If it does not exist, you can create one inline (search by name, then select "Create new")
   • The item populates with its standard cost, unit, and accounting codes

4. Enter the quantity — how many units you are purchasing.

5. Enter the unit price:

   • Override the standard cost if the vendor's price differs
   • Usystems shows the line total automatically

6. Choose the account (if not pre-filled):

   • For inventory items: the warehouse/inventory account is usually pre-set
   • For services or one-off expenses: select the appropriate expense account (e.g., Office Supplies, Consulting)

7. Repeat for each line — add all products, services, and expense items from the invoice.

8. Add landed-cost charges (optional, if applicable):

   • Look for an Expenses or Charges section at the bottom of the items table
   • Click + Add Expense or + Add Charge
   • Choose the expense type (e.g., Freight, Duties, Packaging)
   • Enter the amount
   • The charge adds to the total and (depending on settings) may be allocated to inventory items

9. Review the line subtotal — Usystems calculates the total of all lines, plus any taxes or discounts applied at the header level.

Accounting impact

• Inventory items → Inventory (or similar asset account) is debited
• Expense services → the chosen expense account is debited (e.g., Consulting, Office Expense)
• Landed costs → added to the item cost or to a separate overhead account, depending on your configuration
• Accounts Payable (liability) → credited for the total of all lines

Tips & common mistakes

• Don't confuse product and service — products are inventory; services are one-off labor or consumables that do not stock.
• Landed costs matter — if you do not add freight or duties, your inventory cost understates the true landed cost; this affects future profit calculations.
• Reuse product codes — if the same product appears multiple times in an invoice, search and select it rather than creating duplicates.
• Line-level vs. header-level charges — most charges (tax, discount) apply to the whole bill; landed costs can apply per item.