Why change a receipt's lines?
XBert creates lines to match what's printed on the receipt. That isn't always how you want them in your client's accounting software. For example, you might want ten items from the same supplier on a single line, one line split across two accounts, or a discount or credit that XBert missed added as its own line.
XBert Intelligence (XI) can't merge, split, add or recode a receipt's lines. Make line changes on the edit screen.
💡 Nothing changes until you save
Every merge, split, added line and removal is only applied when you click Apply & Save. Until then, each change shows what's going to happen, with an Undo button.
Before you start
Open the receipt's edit screen.
👉 Read more here: How To: Edit Receipt Details Before Publishing
The receipt hasn't been published. Once publishing starts, the lines can't be changed in XBert. Change them on the transaction in your client's accounting software instead.
Find the line tools
On each line: a tick box (Select to merge with other lines) and a ⋮ menu (Line actions) with Split this line… and Remove this line.
When you tick a line: a bar appears at the bottom of the lines showing how many you've ticked, for example 1 of 3 lines selected, with Select all, Deselect all and Merge selected lines.
Above the lines: a ⋮ menu (Line actions) with Select all, Merge selected lines, Add lines…, Consolidate lines into one and Restore original document.
Merge lines
Tick the lines you want to merge. The first line you tick is the one that's kept, and the others are combined into it.
In the bar at the bottom, click Merge selected lines.
If you've only ticked one line, you'll see Select at least one more to merge.
A message shows, for example 3 lines will be combined into "[line description]" on save, with Undo.
Click Apply & Save.
You can merge one set of lines per save. To merge another set, save first.
Split a line
On the line, open the ⋮ menu and click Split this line…
The Split line window opens.
Enter an amount for each part. Click + Add split to add another part.
Sum and Remaining show how much you've split and how much is left.
To take a part away, click the × beside it. It's greyed out once you're down to two parts, because a split needs at least two.
Click Apply split.
The line shows Will be split into N lines on save.
Click Apply & Save.
The parts must add up to the original line, you need at least two, and each one needs an amount above zero, so a negative line, such as a deduction on a sales invoice, can't be split. You'll see a message in the window if something isn't right.
In the split window you choose the amount, description, account and tax rate for each new line (they start as the original line's). Each part's tax and total are worked out from the tax rate you choose for that part, so you can split one line between, for example, GST on Expenses and GST Free. Tracking is copied from the original line. To change it, save the split, then edit each line.
⚠️ A line needs a quantity and unit price to be split
If either is missing, you'll see Cannot split this line - quantity or unit price is missing. Add them first, then try again.
Add lines
Add a line when the receipt has something XBert didn't pick up, such as a discount, credit or deduction, or when the lines fall short of the receipt's total. You can add lines to bills, expenses and sales invoices.
Above the lines, open the ⋮ menu (Line actions) and click Add lines…
A window opens. It's the same one you use to split a line.
For each line you want to add, enter the amount, description, account and tax rate. You can add more than one line at a time.
Confirm the lines in the window.
You'll see N lines will be added at the end of the document on save, with Undo.
Click Apply & Save.
The new lines are added after the existing ones.
Each added line uses the account and tax rate you pick, and its tax and total are worked out from that rate.
💡 Added lines can be negative
An added line can be any amount except zero. Enter a missed discount, credit or deduction as a negative amount, for example -5.00.
If the receipt was Held for review because its lines came to less than the total, and the lines you add make up the difference, the hold releases when you save.
👉 Read more here: How To: Continue Publishing a Receipt Held for Review
⚠️ Consolidate and Restore clear lines waiting to be added
If you choose Consolidate lines into one or Restore original document while lines are waiting to be added, those lines are cleared. Save the consolidation or restore first, then add the lines again.
Remove a line
On the line, open the ⋮ menu and click Remove this line.
The line disappears, and a message shows how many lines you've removed, with Undo.
Click Apply & Save.
A receipt must keep at least one line, so you can't remove the last one.
Consolidate every line into one
If all the lines use the same account and tax treatment, you can fold them into a single line. On a sales invoice, the sale line and the deduction lines use different accounts, so they can't be consolidated together.
Above the lines, open the ⋮ menu (Line actions) and click Consolidate lines into one.
You'll see Lines will be consolidated into one on save, with Undo. Any lines waiting to be added are cleared.
Click Apply & Save.
If the option is greyed out, the reason shows underneath it, for example Lines can't be consolidated - they use different accounts or tax treatments.
💡 If you consolidate lines from the same supplier and account twice in a row, XBert does it for you on your next receipts from that supplier for that client, as long as the lines share one account and tax rate.
This doesn't apply to sales invoices, because it's remembered per supplier and a sales invoice comes from a customer.
It's remembered per user, and undoing a consolidation resets it.
Restore the original document
To undo all your changes, to the lines and every other field, and start again from what XBert first read:
Above the lines, open the ⋮ menu (Line actions) and click Restore original document.
You'll see Document will be restored to how it was first read on save. Any unsaved edits will be discarded, with Undo. Any lines waiting to be added are cleared.
Click Apply & Save.
After lines have been consolidated, you'll also see These lines were consolidated into one - the original document can be restored at any time, with a Restore button.
Need help?
If you have any questions, our support team is here to help!
Reach out via the chat widget on the bottom left of your XBert screen (Help), or email us at support@xbert.io