Adding/Managing Line Item Categories for Invoices

Video Tip - Go to the 5:16 mark of the video to view information on how to add and manage Line Item Categories.

You can group Invoice line items together using categories. This is a great feature to use when ...

• You want to provide additional clarity for your customers and make your Invoices more scannable.
• You have many line items and want to categorize line items into themes/topics (like rentals, food-&-beverage, event planning/management, etc.).
• You want to hide individual line item amounts but display subtotal amounts for groups of line items.

You can create and manage category topics for Proposals and Invoices in the Settings area of your account. In addition, you can create new categories on the fly when you are adding a category to an Invoice (see below).

When you create a category, the system automatically adds a "subtotal" box under the last line item in the category. This box displays the cost, tax and markup/discount amounts of the assigned line items. It also allows you to add Additional Costs to the category, including:

• Service Charge
• Gratuity
• Delivery/Shipping Fee
• Setup Fee

To Add Categories to an Invoice:

1. Use one of these three ways to access the Invoices tool:
• Click on the "Invoices" tool button on the Event Dashboard.
• Use the Quick Launch or Switch Event tool to select the appropriate Event and the "Invoices" tool.
• Click on "Invoices" in the main navigation bar.
2. Find the Invoice to which you want to add line items and click on it.
3. Find the line items area and click on the "Add Line Item Category" button.
4. Click in the "Select Categories" field and select one or more existing category topics you wish to add to the Proposal.
   • NOTE: You can also add a new category topic on the fly by clicking on the "Create New Category" button and following the instructions.
5. Click "Save" when you are finished.

Once you have added categories to the Invoice, you can assign line items to those categories.

To remove a category, click on the "Actions" button to the right of the category name and select the "Remove Category" option. NOTE: When you remove a category, this WILL NOT delete the line items in the category; those line items will be relocated back to the general "Line Items" area of the Proposal.

To Assign Line Items to Proposal Categories:
There are three ways you can assign line items to categories.

When Adding a New Line Item

1. In the form for adding a line item, there is a field where you can select the category assignment for the line item.

Using Checkboxes

1. Click on the checkboxes next to each line item you want to assign to a particular category.
2. In the "Available Actions" menu, select the "Add Items to Category" option.
3. Select the category from the dropdown menu and click "Save".

Via the Line Item "Actions" Button

1. Find the line item in question and click on the "Actions" button to the right of the line item.
2. Click on the "Change Category" option.
3. Select the category from the dropdown menu and click "Save".

To Hide the Amounts of All Line Items in a Category:
You can hide the amounts of all line items assigned to a category if you only wish to show the category subtotals.

1. Find the category in question and click on the "Actions" button to the right of the category name.
2. Select the "Hide Individual Line Item Amounts" option. The amounts will then be hidden so only the category subtotals display.