Entering line items

Purchases Overview > Entering purchases > Entering line items

The scrolling list in the middle of the Purchases window is the main area where purchases are created. In this area, you'll enter item numbers, descriptions, account and various other information that will serve as the detail for your transaction.

When you enter information in one row in the scrolling list, you enter one line item of the transaction. You can enter as many line items on a purchase as you want. The actual fields that appear in the scrolling list differ, depending upon the purchase layout you're creating.

You can insert a line in the scrolling list to separate a line item or a group of line items from one another, if you want. When the purchase is printed a blank line will appear between the line items or groups.

If you need to enter your line items in a certain order, and you find that you inadvertently left out an item, you can insert a line and enter the skipped line item. The new line can be inserted above the current line.

One or several headers can be added to a purchase. If you want to group your transactions according to the type of item or service you sell, you can use insert a header that identifies the group. You can insert the header as you're entering your line items, by inserting a header before you enter the next line item or you can enter your line items first and then insert headers. The header text you enter, will appear in the Description column of the purchase. The text will appear dimmed when viewing the purchase on the screen.

In the same manner, if you want to show one or several subtotals of the charges according to the types of items or services you sell, you may want to insert a subtotal. You can insert the subtotal as you're entering your line items by inserting a subtotal line before you enter the next line item or you can enter your line items first and then insert subtotal lines. MYOB Accounting Plus will calculate the subtotal by adding the individual amounts that appear above the subtotal line and below the last subtotal, if there is one. The subtotal text and the subtotal amount will appear dimmed when viewing the purchase on the screen. The subtotal text, which appears in the Description column of the purchase can be changed to the text of your choice. (The subtotal amount can't be edited.)

Deleting a line is easy, too. You can delete transaction, blank, header and subtotal lines. When you choose to delete a line the current line is deleted. All of the lines below the deleted line will move up a line. Subtotal(s), tax, total amount and balance due will be recalculated when a line with an amount is deleted.

To view these options, a card must be already entered in the Card field. You'll then click in the scrolling list of the purchase and choose Edit on the menu bar. A completed purchase might look something like the following illustration:

You can insert a line, delete a line, insert a header line or insert a subtotal line at any time before you record the purchase. If your company file is changeable, these options are also available to you so that you can edit the lines after you've recorded the purchase. To learn if your company file is changeable, see What are changeable and unchangeable transactions?

You can assign individual line items to jobs you've set up in MYOB Accounting Plus. If you're tracking reimbursable expenses for your jobs, the line items you assign to jobs in the Purchases window will be automatically marked for reimbursement. Only items that aren't stocked (items for which you didn't mark the I Stock This Item option in the Item Information window) can be included for reimbursement on sales.

Click below for the step-by-step procedure:

Enter line items

To insert a line on a purchase

To insert a header on a purchase

To insert a subtotal on a purchase

To delete a line on a purchase