Configure Custom Invoice Items
Overview
If you are not seeing Custom Items carry over to the Invoice Report, you may need to download Base Reports and ensure you are printing the original report or have your custom updated.
The Configure Custom Invoice Items window allows users to customize how line items appear on the Customer Invoice, without affecting the underlying order structure or any existing QuickBooks mapping.
This feature is primarily designed for scenarios where:
Customers submit Purchase Orders using their own part numbers
Multiple internal parts need to be grouped into simplified invoice lines
Invoice descriptions must differ from internal order or BOM descriptions
All original order items remain intact on the order. This tool only controls how items are presented on the invoice.
Accessing the Configure Custom Invoice Items Window
The Configure Custom Invoice Items window can be opened directly from the Orders screen.
Steps:
Open the Order Entry Module in a Project
From the Ribbon, click Configure Custom Invoice Items
A pop-up window will open, displaying the current invoice layout
The main Order Entry Module remains open in the background, and all original line items are still visible at the bottom of the screen.
Purpose & Behavior
This window allows you to:
Create custom invoice line items
Combine multiple internal items into a single invoice line
Replace internal part numbers with customer-specific part numbers
Add or modify invoice-only descriptions
Assign Customer PO numbers per line item
Important Notes
This does not change the actual order items
This does not affect costing, commissions, or vendor POs
All QuickBooks mappings remain tied to the original order items
Only the Customer Invoice output is affected
Window Layout
Top Summary Section
At the top of the window, you will see real-time invoice totals:
Balance to Invoice
Currently Applied
Remaining to Apply
These values update automatically as invoice items are added, removed, or adjusted.
Custom Invoice Items Grid
This grid represents what will appear on the Customer Invoice.
Columns:
Column | Description |
|---|---|
Line # | Invoice line number |
Quantity | Quantity shown on the invoice |
Part Number | Customer-facing part number |
Description | Invoice description |
Price Each | Unit price |
Total | Line total |
Customer PO | Customer Purchase Order reference |
Delete | Removes the custom invoice line |
Adding Custom Invoice Items
Click into the Part Number field in the Row that says “Enter a Part Number To Add a New Item”
When entering a Part Number, if it exists in your Master Part List, the Description and Price will automatically populate
Enter a customer-specific or grouped part number
Complete the remaining fields as needed
Customer Purchase Orders (POs)
Each invoice line can be assigned a Customer PO.
This is especially useful when:
A single order is billed against multiple customer POs
Parts are grouped under a customer-defined structure
Deleting Custom Invoice Items
To remove a custom invoice line:
Click the red X in the Delete column
The line will be removed immediately
Totals will recalculate automatically
Deleting a custom invoice item does not remove or modify the original order items.
Saving & Creating the Invoice
Save Items
Saves the current custom invoice configuration
Can be reopened and modified later either in Order Entry or Customer Invoices
Create Invoice for Selected
Generates the Customer Invoice using the selected customized line items
All accounting and QuickBooks data continues to reference the original order lines
The Invoice Amount will be automatically popualted based on the Sum of the selected Items
If all selected Items share a Customer PO #, the Customer PO# on the Customer Invoice will also be populated
QuickBooks Integration
This feature is fully compatible with QuickBooks.
How It Works:
QuickBooks mappings remain tied to original order items
Custom invoice lines are used only for presentation
No changes are made to:
Accounts
Items
Cost tracking
Tax logic
This ensures accurate accounting while allowing customer-specific invoice formatting.
Common Use Cases
Contract customers providing their own part numbers
Simplified billing for grouped packages
Matching customer PO requirements
Cleaner invoice presentation without altering internal data
Summary
The Configure Custom Invoice Items window provides a flexible way to tailor invoices to customer requirements while preserving internal accuracy and accounting integrity.
It is ideal for contract billing scenarios where presentation matters, without sacrificing data consistency.