Adding & Editing Invoice Line Items

Overview

Invoice line items are the individual charges on an invoice. Most lines are generated for you: on a Draft invoice, Seniorverse builds preview lines from the attendance and transportation records in the invoice period. You can also add lines by hand for one-off charges or member services.

Every line has a Source that says where it came from:

• Attendance — a day (or session) of attendance, priced by a charge code.
• Attendance Arrival / Attendance Departure — transportation legs derived from attendance (see "Billing Transportation").
• Member — a service line you add for a member, priced by a charge code.
• Manual — a free-form line where you set the description, quantity, and rate yourself.

Line items can only be added, edited, or deleted while the invoice is a Draft.

Before You Begin

• The invoice must be a Draft. Finalized invoices are locked.
• To use a Member line, the member needs a member benefit of the invoice's benefit type, and that benefit needs charge codes.

Steps

Step 1: Open the Invoice Lines tab

Open the invoice and select the Invoice Lines tab. Auto-generated attendance and transportation charges appear here as preview lines, showing the date, item, unit, quantity, rate, and amount.

Step 2: Add a line

With the invoice still a Draft, click Add Invoice Line. Choose a Source — Manual or Member.

Step 3: Add a Manual line

For a Manual line, enter a Description, pick a Date & Time, choose a Unit (Each, Day, Half Day, Hour, Minute, Session, or Unit), and set the Quantity and Rate. The Amount is calculated as quantity × rate.

Step 4: Add a Member (service) line

For a Member line, choose the Member, then the Member Benefit, then the Charge Code. The charge code sets the Unit, Quantity, Rate, and Amount automatically. Add a Description and a Date; for time-based charge codes (hour or minute) you'll also set a Start Time and End Time.

Step 5: Edit an existing line

Click a line to open it. What you can change depends on the source:

• Manual and Member lines are fully editable while the invoice is a Draft.
• Attendance lines open an Edit Attendance dialog (since the line is derived from the attendance record) where you can change the Member Benefit and Charge Code on a Draft; the unit, quantity, rate, and amount recalculate from the charge code. The check-in/check-out times come from the attendance record and are read-only here.

Step 6: Delete a line

While the invoice is a Draft, open a line and use Delete to remove it. Deleting is disabled once the invoice is finalized or voided.

Tips

• Preview lines become permanent invoice line records during the Prepare step of the lifecycle — you don't create them one at a time.
• A line flagged as needing attention (for example, an invalid or unsupported charge code, a missing member benefit, or an attendance overage) will block finalization. Resolve flagged lines on this tab before sending.
• On a claims invoice, a line's Member Benefit determines which claim it rides on, so keep it accurate.
• The line order follows the invoice's Invoice Line Sort By setting (for example, grouping attendance and transportation by service date).

Troubleshooting

Related Articles

• the-invoice-lifecycle — The Invoice Lifecycle
• creating-an-invoice — Creating an Invoice
• billing-transportation — Billing Transportation
• finalizing-an-invoice — Finalizing & Sending an Invoice