You can split an invoice line into two or more lines in order to apply multiple codes to the same line item. For instance, you might do this if your company's office rent is managed by one provider and appears as a single line on the provider's invoices, but needs to be split between two different office sites with their own unique analysis code.
This is easy to do - you simply need to duplicate the invoice line, and then amend the unit cost and coding on each line so that the invoice total is split between multiple lines.
The below steps show you how to split an invoice line into two separate lines with their own analysis codes. You can simply repeat the steps to continue splitting the line multiple times if you need to.
To split an invoice line, follow these steps.
- From the Unprocessed tray, click the invoice to open it.
- The invoice summary page appears.
In the bottom-right corner, click Edit.
The invoice editing page appears. Click the numbered button that relates to the invoice line you want to split.
The H button relates to the header information on the invoice.
Click Edit All.
- Edit the unit cost of the line so that it's the correct value for assigning to your first analysis code.
- If the analysis codes aren't already selected, choose the correct codes from the drop-downs.
The analysis fields available to you may vary depending on the layout that's been applied to your invoice.
- In the bottom-right corner, click Save.
- The invoice summary page appears again. In the bottom-right corner, click Edit.
- Click the same line again.
- Click Duplicate.
- An exact copy of the line appears.
Under the Analysis options, select the second project or site field to split the value with.
- If necessary, amend the Unit Cost.
If you're only splitting the original invoice line into two lines, ensure that this line makes up the remaining value of the invoice total.
- Click Save.
Your invoice total is now split across multiple lines with their own unique analysis codes. To split a line into more than two lines, keep duplicating the line until you have the correct number of lines. Just make sure you apply the correct codes to each new line, and that the sum of the lines matches the invoice value.