Adding Service Line Items to Orders
Now that you have your system set up and have reviewed the configuration. We will go through the process of adding a service product.
Add a service to any proposal or order screen by going to the Product step and click Add Service.
You will get a pop-up for the service item. Select a category or publication, depending on your system configurations, to populate a list of services. Each service will list its gross price in the name.
Tip
If your service list is growing very large, you can use classifications to help filter the list.
Now you need to add the details for your service:
Name: Pulls from the service name. You can override it if you wish. The name will show on the contract.
Description: Pulls from the service description field if filled out. The description can display on the contract to the customer.
Quantity: The number of units you plan to deliver to the customer. The system will adjust the overall price based on quantity. There are quantity level discounts you can add to the system. And some services will break out the quantity into individual line items for the purpose of delivery.
Unit Price: Pulls from the service setup.
If the item is a subscription-based service product, there are two additional required fields:
Duration: This dropdown allows you to choose from the durations you set up on your subscription-based product. The price for the line item is determined based on the duration chosen.
Recipient: If it is a single-contact subscription-based service, this field will be a single-select. If it is a multiple-contact subscription-based service, this field will be a multi-select. Either way, you must choose at least one contact from the company to associate the line item with.
Note
For subscription-based services, the End Date field will be automatically set based on the Start Date entered, and the duration chosen. For example, if you have a duration of one month, and a start date of 7/15, the end date will automatically be set to 8/15.
Optional fields:
Publication: You can associate a service to a publication for the purpose of sales reporting and invoice filtering. For example, you may create a design charge for a publication and want to bill it with the media sale.
If the line item is for a ‘Delivery Solution’ product, the publication field will be automatically selected and disabled, based on the publication set on the product level.
If your system configuration Require publication to be specified on all service items is set to yes, Publication will be a required field, not an optional field. The Publication is also what will filter your service products list, rather than the Category field.
Billing Group: Will help to organize services on your contract for the purpose of showing your billing schedule of services. For example, you may bill some items annually, manually, or upfront.
Grouping: Allows you to group items together on the order to show things with a single price. Can also help with invoicing.
Associate with Event: Only relevant if you use events. When selected, the item will show up in the event as a sponsorship sale. The service dates can update to the event date, if you enabled this feature on your event.
After your order details are in place, you can move on to scheduling.
Services have three date fields you fill in. Each serves a specific purposes in the system.
Bill Date: The bill date determines in what month to attribute your sales numbers for goals. The bill date is also helpful when creating invoices for you services and filtering reports. You can display the bill date on contracts and invoices.
Due Date: The due date field is an internal date your team can use to keep on track. You can use the due date when filtering reports and display the due date on contracts and invoices.
Event Date: The event date is used to pick-up revenue. The event date is also helpful when creating invoices for your services and filtering reports. You can display the event date on contracts and invoices. You can make the event date required on a service-by-service basis.
Tip
You can make Event Date required.
If your product is set up as a ‘Delivery Solution’ service, you’ll also see a ‘Material Date’. This field cannot be edited and is just for information purposes. The Material Date is calculated based on the Event (Start) Date of the line item and the Material Offset specified on the product.
The Material Date is the same as the Event (Start) Date if the product does not have a Material Offset specified.
The Material Date will be the Event (Start) Date minus the offset days if the product does have a Material Offset specified. For instance, if the product’s Material Offset is 3, and your line item’s Event Date is 9/5, the Material Date for the line item will be 9/2.
If there is no Event (Start) Date set on the line item, the Material Date will be the same as the Due (End) Date, regardless of if the product has a Material Offset specified or not.
Note
When adding delivery solution services to an order, there will be a couple other differences in addition to the Material Date.
The Billing Date field will be hidden, and automatically set to the line item’s Event Date.
You’ll also be unable to mark the item as requiring prepay or specify a billing group for the line item.
The recurring field is an option if you want the system to keep adding the same line item to the order once it is about to expire. For example, if your customer wants to run the same ad every month for a period of time or indefinitely, you can set the item to recur.
How much you can discount and what discount you can add, all depend on your system configurations and your permissions. Please review our discounting documentation to understand all options.
All pricing fields do work together. For example, if you enter a percentage discount, it will change the discount amount and net price. Pick your preferred discounting method and enjoy!
If you have the System Configuration Set Tax Basis on Line Item set to yes, you should see a field called ‘Tax Basis’ in the pricing section. This field allows you to choose how much of the item is taxable. For instance, if you have a service worth $100 but only half of that should be taxed, you would enter $50 in the Tax Basis field.
The taxes for the item would then be calculated based on the Tax Options/Tax Rate set, as well as the Tax Basis. Using the same example of a $100 item, if your tax rate for the item was 6%, the taxes on the item would normally be $6. But if you set the Tax Basis for the item to $50, the taxes for the item would end up being $3, since only $50 are taxable.
An exception is if the item is tax exempt at the product level. In this case, you would not be able to set a Tax Basis for the item.
Note
This configuration does not work in combination with the Avalara integration. You may only use one or the other.
Updated 2/9/2024