Invoice items

Set up fixed amounts per client, such as a monthly base fee, for every statement or for manual selection.

Invoice items (Rechnungs-Positionen) are fixed amounts per client, for example a monthly base fee or a system flat rate. They are either added automatically to every client statement or offered for selection when you create the statement under New position (Neue Position).

Before you start

Your user needs the permissions for the invoice items in the cost settings – ask your administrator.
The client is an active client of yours, see Clients.

Step by step

Open WMS › Settings › Cost settings › Invoice items (WMS › Einstellungen › Kosteneinstellungen › Rechungs-Positionen).
Click Create position (Position anlegen).
Choose the Client (Mandant) and enter a Name (Name).
Optionally enter a Detailed description (Detailbeschreibung) – it appears line by line on the invoice.
Enter the Quantity (Menge, optional, default 1) and the Individual costs (Einzel-Kosten).
Tick Active (Aktiv) and choose Insert on each invoice (Auf jeder Rechnung einfügen): Yes (Ja) or No (Nein).
Optionally set a validity period and click Save (Speichern).

Screenshot: Invoice item form with Client, Name, Detailed description, Quantity, Individual costs, Active and "Insert on each invoice" set to Yes

Fields and options

Field	Meaning	Required
Client (Mandant)	The client this item belongs to.	yes
Name (Name)	Name of the item on the statement.	yes
Detailed description (Detailbeschreibung)	Description on the invoice, shown line by line.	no
Quantity (Menge)	Number of units. Default 1.	no
Individual costs (Einzel-Kosten)	Price per unit.	yes
Active (Aktiv)	Only active items are used.	–
Insert on each invoice (Auf jeder Rechnung einfügen)	Yes: added automatically to every statement (within the validity period). No: only available manually via New position.	yes

How invoice items are used

Yes – on every statement: the item is added as a fixed line with quantity × individual costs whenever you open the client statement and the validity period overlaps the billing period.
New position on the statement: the selection lists all active invoice items of the client in the selected warehouse – regardless of "Insert on each invoice". Name, description, quantity and price are copied into the statement, where you can still change them.

Screenshot: Client statement with the "New position" field open and the drop-down of saved invoice items of the client

Example

"Monthly base fee", quantity 1, 99.00 €, Insert on each invoice: Yes → appears automatically on every monthly statement.
"Inventory count (hourly)", quantity 1, 45.00 €, Insert on each invoice: No → you add it manually in the months in which an inventory count took place and adjust the quantity.

Good to know / Troubleshooting

Message	Cause	Solution
The entry has been saved / The entry has been updated	The item was saved.	–
The item does not appear under "New position"	The item is inactive, or a different warehouse is selected.	Tick Active, or switch the warehouse at the top right.
The item no longer appears on new statements	Active is unticked or the validity period has ended.	Check Active and the validity period.

To stop charging an item, untick Active or set Valid until.
Use Duplicate (Duplizieren) in the list to copy an item for another client. The copy is inactive until you activate it.