Add/Edit Items/Charges/Fees

In order to properly invoice an AR Account for items provided or services rendered, first, you need to create Items, Charges or Fee records to apply to a transaction to generate an invoice for that AR account. This article will walk through the creation of these records, as well as editing these records if changes are needed:

Add Items/Charges/Fees

1. In the Finance module, click on the "Receivables" tab, and then click on "Items/fees". From here, click the "Add" button at the bottom of the window.
2. Enter an Item number. This is a numbering system that will be up to your organization, there is not a standardized numbering system built in to Shepherd's Staff.  Consistency is important though, you should make sure that there's an easily identifiable system to categorize your items and fees. A good example of this is if you run a school, you could number all your Kindergarten items starting with a K, all your Elementary items starting with a E, all your Middle School items starting with an M, all your High School items starting with an H, and all your universal items applying to all grades starting with a U.
3. Description describes what this item/charge/fee is. Enter a name that uniquely describes the item/charge/fee.
4. There are four different price types, described below:
   1. Normal - This is an item/charge/fee with one flat price. The price you enter the "Price" field is the set price, every time you use this item in an invoice.
   2. Rate Table - This brings up a window where you can set up a variety of prices for a set of items, based on two different factors. The X axis of the grid is the rate, and the Y axis of the grid is the program you have selected. You can change the names of the columns and rows by double clicking on either the column or row header. An example of this your school might be offering registration for different sports programs, and different sports might cost different amounts, and you might be registering multiple children for these sports. On the Y Axis, you might put in the names for the different sports, and on the X axis, you might put in the number of children you're registering for these sports. A description cannot be entered for a Rate Table An example of this is shown below:
      

      

   3. Manual - This allows you to enter the price of the item at the time of using this item on an AR Transaction.
   4. No Price - This option allows you to have an item that you record on an invoice, but doesn't have a price associated with it.
5. There are two checkboxes you can check for the Item/Charge/Fee you're adding. "Taxable?" will allow tax to be applied to an item, and "Inactive?" will make it so this item is not active, and therefore, cannot be used in a transaction.
6. Click "Save" to save the Item/Charge/Fee you created. 

Edit Item/Charge/Fee

1. In the Finance module, click on the "Receivables" tab, and then click on "Items/fees".
2. Find the Item/Charge/Fee you want to make a change to, click on it so it is highlighted, and then click the "Edit" button at the bottom of the grid.
3. Here, you can change any aspect of the Item/Charge/Fee. When finished, click the "Save" button.