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, or one line split across two accounts.
š” Nothing changes until you save
Every merge, split and removal is only applied when you click Save Changes. Until then, each line shows what's going to happen to it, with an Undo button.
Before you start
Open the receipt's edit screen.
š Read more here: How To: Edit Receipt Details Before Publishing
The receipt can't be published yet.
Find the line tools
On each line: a tick box (Select this line for bulk actions) and a ā® menu (Line actions).
Above the lines: a Line actions menu for working with several lines at once, plus Select all and Deselect all. It shows how many lines you've ticked, for example 2 of 5 lines selected.
Merge lines
Merge two or more lines into one
Tick the lines you want to merge.
Above the lines, open Line actions and click Merge selected into one.
The lines being merged show Merging into "[line description]", and the line they're merging into shows how many lines will join it.
Click Save Changes.
Merge a line into the one below it
On the line, open the ā® menu and click Merge into next line.
Click Save Changes.
Split a line
On the line, open the ā® menu and click Split this lineā¦
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 Ć 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 Save Changes.
The parts must add up to the original line, you need at least two, and each one needs an amount above zero. You'll see a message in the window if something isn't right.
ā ļø 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.
Remove a line
On the line, open the ā® menu and click Remove this line.
The line disappears, and a message shows how many lines you've removed, with Undo.
Click Save Changes.
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.
Above the lines, open Line actions and click Consolidate lines into one.
You'll see Lines will be consolidated into one on save.
Click Save Changes.
If the option is greyed out, hover over it to see why. For example, Lines can't be consolidated - they use different accounts or tax treatments.
Go back to the original lines
To undo all your line changes and start again from what XBert read on the receipt:
Above the lines, open Line actions and click Revert to original lines.
You'll see Lines will revert to what was originally read from the document on save.
Click Save Changes.
After lines have been consolidated, you'll also see a Revert link above them, so you can bring the original lines back at any time.
What's next
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