How Inventory Settings Affect Invoicing

When items are added to invoices (through the Invoicing module rather than the POS), many of the same item settings apply but with some differences in behavior. This article covers how each setting affects the invoicing workflow.

Price and Cost on Invoices

Base Price

The item's base price from the General Information tab is used as the default line item price when the item is added to an invoice. The invoice operator can modify the price on the invoice line if they have permission.

Promotional Pricing on Invoices

Behavior	Description
Auto-applied	If an active promotional pricing rule matches the invoice date, quantity, and customer type, the promotional price is automatically applied to the invoice line item.
Override	The invoice operator can override the promotional price and enter a custom price if they have the appropriate permission.
Customer-type promotions	If the invoice has a linked customer account, the customer's account type is checked against customer-type-specific promotions.

Cost Tracking

The item's cost at the time of invoicing is recorded on the invoice line item for profit margin calculations. This uses the current Weighted Average Cost (WAC) or the item's manual cost, depending on your configuration.

Description and Notes on Invoices

Print Description on Invoice

Setting	Invoice Effect
Print Description on Invoice = Checked	The item's full description text is included below the item name on the printed or emailed invoice. This is useful for detailed product specifications, terms, or instructions.
Print Description on Invoice = Unchecked	Only the item name appears on the invoice (default).

Line Item Notes

Invoice line items support individual notes. When Prompt Note on Sale is checked, the operator is prompted to enter a note when adding the item to an invoice. These notes appear on the invoice below the line item.

Tax Configuration on Invoices

The tax mode set on the item's Taxation tab determines how taxes are calculated on invoice line items:

Tax Mode	Invoice Behavior
Tax Free	No tax is applied to this line item.
Tax by Location	The tax rates assigned to the invoice's location are applied.
Tax by Client	The tax rates are determined by the customer's account type. If no customer is attached to the invoice, falls back to location-based tax.
Tax by Item	The specific tax rates assigned on the item's Taxation tab are applied, regardless of location or customer settings.

Multiple tax rates can stack. For example, if an item has both a state tax and a local tax assigned, both are calculated and shown on the invoice.

Stock Reservation on Invoices

When an item is added to an open (unfulfilled) invoice, AccuArk can reserve stock to prevent overselling:

Behavior	Description
Reservation created	Adding an item to an invoice creates a stock reservation at the invoice's location. This reduces the "Available" quantity shown elsewhere without changing the actual stock count.
Reservation released	When the invoice is completed (fulfilled), the reservation is converted into an actual stock deduction. If the invoice is canceled, the reservation is released and the stock becomes available again.
Zone-level reservation	If storage zones are configured, the reservation is tracked at the zone level, showing as "Reserved" quantity in the Zone Stock view.

Allow Orders Exceeding Stock on Invoices

Setting	Invoice Effect
Allow Orders Exceeding Stock = Checked	The item can be added to an invoice in any quantity, even if stock is insufficient. Useful for backorder scenarios.
Allow Orders Exceeding Stock = Unchecked	The system warns or blocks adding more units than currently available. This prevents creating invoices that cannot be fulfilled.

Attributes on Invoices

When an item has attributes configured:

Behavior	Description
Attribute selection	When the item is added to an invoice, a dialog appears for selecting attributes (size, color, options, etc.).
Price adjustments	Attribute price adjustments are added to the line item price on the invoice.
Invoice display	Selected attributes appear below the item name on the invoice (e.g., "Widget - Color: Blue, Size: Large").
Printed output	Attributes are included on printed and emailed invoices below the item name.

Package Items on Invoices

Kit Items

Behavior	Description
Component listing	Kit components are listed as sub-lines below the kit on the invoice.
Stock deduction	Stock is deducted from each component individually when the invoice is fulfilled.
Sub-item selection	If the kit requires sub-item selection, the operator must choose options when adding it to the invoice.

Assembly Items

Behavior	Description
Single line item	The assembly appears as a single line item on the invoice — components are not shown.
Stock deduction	Stock is deducted from the assembly item itself, not its components.

Serial Numbers on Invoices

When Track Serials is enabled:

Behavior	Description
Serial assignment	When the item is added to an invoice, specific serial numbers must be assigned from available inventory.
Serial display	Assigned serial numbers are shown on the invoice line item and on printed output.
Warranty tracking	The sale date from the invoice is used as the warranty start date for the assigned serials.
Customer linking	If the invoice has a customer, the serial numbers are linked to that customer's record for future warranty and service tracking.
Status update	When the invoice is completed, the assigned serials are marked as "Sold."

Unit of Measure on Invoices

Behavior	Description
Selling unit	Items are invoiced in their Base UOM (e.g., "Each").
Quantity	The quantity field on the invoice line represents the number of Base UOM units.
Purchase UOM	The Purchase UOM does not appear on customer-facing invoices — it is only used for vendor purchase orders.

Multi-Location Fulfillment

When an item is on an invoice and the business has multiple locations:

Behavior	Description
Location assignment	Each invoice line item can be assigned to a specific fulfillment location.
Stock check	Stock availability is checked at the assigned location.
Transfer requests	If the item is not in stock at the target location, a stock transfer request can be created to move it from another location.

Summary: Key Settings for Invoicing

Setting	Where on Form	Invoice Impact
Price	General tab	Default line item price
Cost	General tab	Recorded for profit calculations
Print Description	General tab	Included on printed invoice
Prompt Note	General tab	Note dialog when adding to invoice
Tax Mode	Taxation tab	How tax is calculated
Allow Over-Stock	General tab	Block or allow over-available quantities
Track Serials	General tab	Serial assignment required
Allows Attributes	General tab	Attribute selection dialog
Is Package (Kit)	General tab	Components listed, component stock deducted
Is Package (Assembly)	General tab	Single line item, assembly stock deducted
Promotional Pricing	Pricing tab	Auto-applied price rules

How Inventory Settings Affect Invoicing