Adding an item to a sales invoice
Sales invoice can be issued only with item which is present in register of items, e.g. its data is saved in Items directory. It’s not possible to issue a document with one – time item, without entering its data into the database.
Sales invoice can be issued both for a merchandise, service, and set, but all of these objects have to be active, i.e. participate in trade.
Note: It’s impossible to issue an invoice with inactive item.
Tab General contains a list, on which invoice elements are added.
Invoice items are used for saving merchandise positions (item, quantity, unit of measure, price, discount, subtotal value, VAT rate, total value, …)
List is maintained with standard buttons from the Elements buttons group (see: About Comarch ALTUM system – Standard buttons).
Figure 36 Menu Elements on the form of sales invoice.
The form of item of merchandise and set types on sales invoice
Adding a new item is possible after clicking on the button [Add] or [Add through Form] in the Elements button group. Clicking on the button [Add through Form] opens the form of the invoice item. The form is modified depending on type of selected item (item, service or set).
The window Item Details contains the basic information about a given item. The most important are: code, quantity, price and currency in which this item was retrieved from price list.
Figure 37 Item form on sales invoice.
The whole window is divided into three tabs: General, Calculation, and Attributes.
Tab General
This tab is divided into five panels in which the following information is provided:
1. Price precision and value control
2. Name, code of the merchandise/service/set and time of delivery – Item
3. Quantity, units of measure, prices, discounts, VAT rate, points, acquisition value – Calculation
4. Subitems available for sale – Subitems
5. Available resources and lots – Resources and Lots
At the very top of the Item Details window, there is the following information provided:
Precision – number of decimal places in the price values presented in the calculation panel. Value displayed in this field is retrieved from the sales invoice definition. The value set on the form of this document type is suggested, by default.
Control: quantity * price = value – if this parameter is checked, it will be possible to enter only such value which can be calculated as a product of quantity and price
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Example
An item quantity is 10 units, its price amounts to 100 USD and value is 1000 USD.
After checking the ‘Control: quantity * price – value’ parameter, it will not be possible to enter such value which disenables to recalculate the price, that is e.g. value which amounts to 1000,01.
If this parameter is unchecked, the value can be edited and it can be specified as 1000,01. In this case, the price will not be recalculated.
Item
Information provided in this part of tab is the following:
Item – clicking on this button opens the list of items. An item is selected from the list of all active items added to the Items directory. Item can be also selected by entering its code into the field available next to the button [Item] and clicking “Enter”. When using the second method it is necessary to know the item codes. The name of the selected item appears in the field next to the field with code.
Description – allowing user to enter any series of characters with additional information.
Calculation
After selecting an item in the Calculation panel, the values presented in the Calculation panel will appear.
Figure 38 Calculation panel on the form of item added to sales invoice.
Quantity – defines the quantity of item which will be sold. The lot from which a given item must be collected is not selected here. The lot is retrieved automatically according to the settings of the queue of collecting resources which are determined in configuration or on the item form. However, this does not mean that the user does not affect the selection of the lot from which a given resource must be collected. The lot can be selected in the Lots and Resources panel by clicking on it with the left mouse button, specifying the quantity in the Quantity combo box and trasferring the selected lot by clicking on the arrow button [Add].
Next to the quantity field, there is the field with the unit symbol. The unit which is automatically displayed in this field is the basic unit that is assigned to the selected item and to a given document type. This unit can be changed to additional unit defined on the item form. The units are defined in the Units of Measure directory (see: Configuration -> Units of Measure). After changing the unit, the subitems are removed and the prices are recalculated. Quantity and prices are calculated according to the conversion rate of the additional unit to the basit unit.
Next to field with the unit symbol, the conversion rate to the basic unit appears in the grey rectangle.
Regular Price (S) – subtotal price of one unit of item in the document currency. This is the price on which discounts will be calculated. The price is retrieved from an active price list of the selected price type and it is recalculated to the document currency according to the current exchange rate
Below the Regular Price field, there is the field in which an active price type can be selected.
Discount – percentage value of discount calculated according to defined discounts
Price – the price of one unit of item after discounts expressd in the document currency
Value – valye in the document currency
Points – total points a customer will receive after purchasing an item
VAT Rate – VAT rate, selected from list of VAT rates defined in VAT rates directory
Subitems
In the Subitems panel, there is the following information:
No. – item’s ordinal number
Warehouse – warehouse from which the resource are collected
Delivery Date– date of delivery of item
Document – number of the document on the basis of which the receipt of the item was taken to the warehouse, e.g. number of PI
Quantity – quantity of the item within one document (subitem)
Purchase Value – value of subitems (to be sold) expressed in the purchase price in the system currency
Acquisition Value - value of subitems (to be sold) expressed in the acquisition price in the system currency
In the Subitems panel, it is possible to decrease the quantity of resources transferred to a document from a warehouse. The quantity can be decreased by highlighting the appropriate subitem (clicking on it with the left mouse button), entering the proper quantity in the Quantity combo box, and then clicking on the downwards arrow 
.
Lots / Resources
If selected item is available in a warehouse then after selecting an item proper values will appear in fields with code, name and in part Resources/Lots. Otherwise Resources/Lots part will be empty.
It’s possible to enter quantity of item to be sold in two places on a form: in part „Calculations” and in part Resources/Lots. It results from the fact that user can decide from which lot item will be sold. In order to enter quantity on a document user has to select (highlight) a lot and then enter proper value. Entering the quantity and clicking the up arrow 
will cause a position to appear on the list of subitems. The same way user can correct quantity on subitems. In order to decrease the quantity of subitem user has to select proper subitem, enter proper quantity and click down arrow
.
Entering quantity directly in part Calculation in field Quantity makes it impossible for user to decide from which lot a given item should be released. It will be automatically taken from warehouse stock according to rules of LIFO or FIFO method – defined on item form in tab Lots and Resources or in accordance with the settings determined in the trade components configuration if the queue for collecting resources has not been specified on item form.
The invoice resource/lots are used to store information about:
Item lots included in sales invoice element
Deliveries released by sales invoice element (they can originate in several purchase invoices)
Part Resources/Lots contains information about available lots of a given item. It contains following information:
Warehouse – defines a warehouse on which a given lot is present
Next columns contain features, which were assigned to a given item and their quantity differs depending on number of features having impact on lot, e.g. color, country of origin.
Quantity – quantity factually available for sale (considering reservations) in additional unit after calculation according to conversion rate defined in item form (see: Main -> Items directory)
Quantity in Basic Unit – quantity factually available for sale (considering reservations) in basic unit
Unit Price – price of one unit of item factually available in warehouse
Purchase Value – value of a given item units which must be sold at the purchase price in the system currency
Acquisition Value – value of a given item units which must be sold at the acquisition price in the system currency
Tab Calculation
This tab is composed of three panels: Calculation, Currency, and Margin.
Calculation
Below are the following field available in the Calculation panel:
Quantity – quantity of the item which must be sold
UOM – the basic unit of measure that is assigned to the selected item and to a given document type
Regular Price (S) – subtotal price of one unit of item in the document currency. This is the price on which discounts will be calculated. The price is retrieved from an active price list of the selected price type and it is recalculated to the document currency according to the current exchange rate
Below the Regular Price field, there is the field in which an active price type can be selected.
Discount – percentage value of discount calculated according to defined discounts
Price – the price of one unit of item after discounts expressd in the document currency
The field below the Price field presents the price of the item unit in the currency from the price list
Value (S):
Value in the first field is the value of the document in the document currency.
The field below presents the value of the document in the currency retrieved from the price list of the item.
The last field presents the value of the document in the system currency.
VAT Rate – VAT rate, selected from list of VAT rates defined in VAT rates directory
Currency
In this panel you can find the information about the currencies and their exchange rate and the date of retrieving the exchange rate. This information is essential from the point of view of the documents issued in foreign currencies or when the item price in current price list is expressed in the currency different than the system currency. Data about the type of exchange rate, dates and the currency exchange rate is retrieved automatically. If a document is issued in the currency different from the system currency and the item price is also expressed in the currency different from the system currency and different from the document currency, then the exchange rate of the system currency and the price list currency converted to the document currency will be presented in this panel. The exchange rates are presented as follows: the first is the exchange rate of the document currency converted to the item’s price list currency, the second is the document currency, and the last if the exchange rate of the document currency converted to the system currency.
Margin
This panel presents the purchase value in the system currency, the calculated margin expressed in value and in percentage terms. Below is the acquision value in the system currency and the calculated margin expressed in value and in percentage terms.
Tab Attributes
Details about how to assign an attribute values to an object can be found in the manual Comarch ALTUM Configuration, in chapter Assigning attribute value to an object instance.
The form of item of service type on sales invoice
For items of service type no warehouse record is kept. Thus, when issuing a sales invoice for an item of service type, the panels Subitems and Lots/Resources are insensitive in the item details window. The other panels are the same as in case of item of merchandise type.
Figure 39 Tab General on the form of item of service type added to a sales invoice.
After selecting the item and determining the quantity, click [Save] in the General button group. The item will appear on the list of items on the form of sales invoice. Other items are added again by clicking [Add] and following the same steps.
To cancel the selection of the item, click [Close] in the General button group. The selected item must next be removed from the list of items.
From the level of the item details window, it is possible to view all the transactions in which a given item was used. The history of the selected item can be viewed by clicking on the button [History] in the General button group.