Line items represent your inventory as well as anything else you need to add to a ticket and bill your customer (i.e. labor, sale and rental items).
Line Items needs to be set up before you can create Kits or Price Lists. There are an unlimited number of items you can create. We suggest you set these up to be generic items that can be used by any customer. All Line Items appear on this screen, both non-Sale and Sale items.
Item ID: You must enter a unique Item ID. Dashes are allowed to refine your items. A lot of forms and reports will sort on this field so keep that in mind when you assign the item id.
Suggestion: If you are entering in sale and rental items, consider either adding a -S to the normal rental item, or start all sale items with X so they are grouped together.
Description: Enter a description that best describes the item. This will be the default on the Price List and therefore the Invoice. You will be able to change it on the Price List if necessary.
Status: Since you cannot delete items that have been used on a ticket, if you have an item that you no longer use or carry, simply change the status to Inactive. This will prevent the item from being added to any new tickets.
Revenue Code: This refers to the revenue code set up in the Chart of Accounts and is required for every line item you setup. Every line item must be associated with a revenue account so that when invoices are exported they are properly applied to your accounting software’s G/L. Each item can have only one revenue code associated with it. If you use an item for more than revenue source then you need to set it up twice with the proper description so the dispatcher will know which to choose (i.e. rental vs. sale item).
Rental Cost: This is not the price you charge your customers but rather if you have determined what your daily rental cost is for an item you can enter it. This field will be used on quotes and the equipment billing summary to help you identify your profits. The price you charge your customers is entered in the Price List.
Value: Optional. The is your replacement cost or labor cost. There is a report that will list all your total equipment on site. If you enter a value into this field, you will have a good estimate of the value of the equipment on site. This is an estimated value, not necessarily the exact cost.
Inventory Qty.: This number represents your total inventory quantity. This quantity will get updated if you enter purchases, sell an item or flag it to be adjusted when you enter in damaged or lost equipment. The only report this field is used on is the Total Equipment On Site. The program will take your total inventory quantity and subtract what is on site to arrive at the quantity of equipment in your yard.
Bar Code: Optional. You can enter this in for reference.
Ticket Line#: The Ticket Line# allows you to assign which items will appear on your tickets. 1 – 16 appear in the 1st column, 17 – 34 in the 2nd column and 35 – 40 in the 3rd column. These items will print on the ticket regardless if the items are part of the order. The benefit of using this option is a driver does not have to hand write items that he has delivered if they were not on the order but were needed. These are usually the most frequently used items.
Equipment or Labor: Every item will default to Equipment. If you change it to Labor, the line item will appear in the lower section of the invoice and subtotal as Labor charges. Any sale items or one time charges should be setup as Equipment.
Sale Item: Check this field if the item is a Sale Item or One Time Charge, meaning that on the invoice it is displayed for just one day, it does not carryover like equipment rentals. It will also appear in the One-Time Sale item section on the summary page of the invoice.
Tracking Item: For Arrow / Message boards that have a serial / tracking number be sure to check this field. This will allow you to enter those tracking numbers when editing your tickets. You can then print various reports to show which job sites the equipment has been at. It will also allow you to finding missing equipment if the data has been entered properly.
Misc. Item: Sometimes you want to establish an item that you will want to arbitrarily change the description or price at the time you create a ticket. You still need to set these items up but they do not appear on the price list. On the ticket, the dispatcher can change the description and price. Only those items you have marked as Misc. Item will be found in the drop down list.
Contract Item: If you setup Monthly or Daily Contracts on the Job screen, you will need to setup a special line item for that contract. Only those items marked as Contract will appear on the drop down list on the job screen. This is not used to determine which items are on contract with your customers.
Print On Inventory: You can determine if an item should print on your inventory count sheets.
Default Sales Price: For sale items, this gives you the ability to enter in a default sales price and not have to enter in the item on every price list. This price will be pulled onto the sale ticket where you have the option to change it.
Vendor: This is the vendor who you normally by this item from, or the last vendor you purchased the item from.
Vendor Order#: The vendor’s order number for this item.
Last Order Date: If you enter purchase information into TCR you can track when the last time it was ordered.
Category: Categorize the item so that it will be grouped on the report properly.
You can enter in purchase information associated with the line item. These purchases are not linked or associated with your accounting software, they just provide a way for users to see a purchase history without having to access the accounting software.
Sub Items Tab:
If you use sub items in conjunction with your line items (i.e. for sign legends), you can associate specific sub items to a particular line item. This is used when selecting a sub item on a ticket and will filter only those items setup as sub items.