Sales > Options menu > Manage Non-Inventory Items submenu > Sales Non-Inventory Codes window
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Sales Non-Inventory Codes window
Non-Inventory Codes let you track sales of goods or services not categorized as inventory items. Non-Inventory Codes are also used to direct the posting of discounts applied to the invoice total when you enter sales.
Non-Inventory Code
Enter a Non-Inventory Code up to six characters. This appears in Lookups. For example, DLVCHG might be a good code for “Delivery Charge.”
Description
Enter a description of the code. For example, the description might be Delivery Charge. This appears in Lookups.
General Ledger Sales Account
If the Sales module is integrated to General Ledger, or if you are using a Report Only integration setting, enter the General Ledger Sales account to which the tender identified with this code will post. When you post this transaction, the credit will post to the account you specify here. If you are using the Interface Table, enter the GL Key.
General Ledger Sales Account Description
When you select a GL Account in the GL Sales Account field, the description of the account from the GL Accounts window will appear here automatically for reference.
Unit Price
Enter the Unit Price if it’s established and constant. If the price is not preset but is instead determined at the time of the sale, leave this box blank and enter the price directly in the sales entry window at the time of the sale.
If you are setting up this Code to attach to a lease, enter the price of one lease payment.
Unit Cost
Enter the Unit Cost if it’s established and constant. This is the default cost used for history reports and is not posted to General Ledger. If you don’t enter a cost here, you can enter it at the time of the sale (if the sales entry layout is set up so the Edit Last Cost For... prompt includes non-inventory items). The default cost is $0.00.
Taxable
Select this check box if you want to use this code to collect sales tax on items. You might also select this check box if you want to include sales on your sales tax reports.
Sales Tax Code
Enter the Sales Tax Code to be used for this non-inventory item when you sell it. If you select the Taxable check box and do not specify a Tax Code, you can specify a Tax code when you enter the transaction. You may choose to do this if the tax varies depending on external factors, such as the customer that purchases it or where you sell the item.
If you enforce the use of AvaTax for automated sales tax calculation, this field is hidden.
Tax Code From AvaTax
This field is only available if you are integrated to AvaTax and it is only enabled if you selected the Taxable check box. Enter the AvaTax Tax Code you want to use with this Non-Inventory Code.
If this field is blank, the AvaTax default Tax Code P0000000 is used. If you select Freight/Shipping and Handling from the Classification drop-down, the AvaTax default Code FR020100 is used.
AR Prepaid Service
This check box is only available if Accounts Receivable is installed. Select the check box if this Non-Inventory Code is for a prepaid service.
Term
This field is only available if you selected the AR Prepaid Service check box. Enter a number to set the length of the contract and from the drop-down select Days, Months, or Years.
Prepaid Service Type
Enter the type of prepaid service this Non-Inventory Code is for or select it from the Lookup. Prepaid service types you already saved in this field will be available in the Lookup.
Prepaid Service Quantity
Enter the number of prepaid units that are included with this Code. For example, a company that offers phone support to its customers could offer blocks of time of 30, 60, or 90 minutes.
The quantity you enter here is multiplied by the quantity you enter in the Sales Entry window. For example. if you set up this Code for 60 minutes, and then enter a quantity of 2 in the Sales Entry window, the sale will be for 120 minutes of prepaid service.
Include in Prepaid Available Total
Select this check box if you want the quantity of this Code to be included in the Prepaid Quantity field in the top section of the customer record in the AR Customers window. The quantity total will update in Accounts Receivable when you save a sale or adjustment for the prepaid service. Only prepaid Codes for which you select this check box will be included in the total.
The field in the AR Customers window is only visible if you select the Show Prepaid Quantity Amount check box in Module Preferences. The field gives you a quick view on the customer’s account of how much service they have.
Classification
Select a classification for this code from the drop-down list. The classification determines how the line item appears on the invoice and how or if the invoice appears on reports. The choices are:
Normal Sales: Items that are in this classification are treated as regular sales, are listed in the detail section of the invoice, and are included in the register and/or sales totals.
Freight/Shipping and Handling: Items that are classified in this way are listed in the detail section of the invoice, but are also included and totaled at the bottom in the Freight or Shipping section.
Exclude from Sales Reports: Items with this classification are excluded from sales totals and reports. You might use this for gift cards when they are redeemed as Alternate Tender because the revenue is usually recorded when the gift card is sold as a normal non-inventory item.
Quote Deposit: Use this classification when taking deposits for sale quotes.
Labor Hours: Use this classification for tracking labor.
Handling Non-Inventory Items
Modifying or Deleting Codes