Sub headers & Sections on Quotes/Invoices

When creating orders and quotes it is often handy to be able to group like items into sections. Sections can have a heading, such as "Electrical Parts" or "Fluids and Filters". Each section can be subtotalled so that the customer can see (for example) the total amount they are paying for electrical parts. With eAccounts this is easily achieved using SUBSECTIONS.

Creating a Subsection Header

To have subsections and subtotals appear on your orders and quotes you must first specify a stock item as a Subsection Header.

In the stock system create a new stock item using Maintenance - Stock (Financial). Give the new product a code - an easily recalled code is recommended - such as 'HEADER1'. Give it a simple description such as 'Section header'. This description will be editable on the invoice/quote as long as you set the option further down the page that states "Edit Description" to 'Yes'. This product can have mostly the default settings with the important exceptions of 'Non Reducing on hand' and 'Item type: Subsection (bold)'. By setting the item type to 'Subsection (bold)'.

Creating a Subsection Footer (optional)

You may optionally create subsection footer. The subsection footer, when entered on an invoice or quote will close the current section and display the subsection subtotal.

A subsection footer is created in the same manner as a subsection header (see above), except that the item type is set to 'Close Subsection'.

Using a Subsection on an Invoice or Quote

To use a section on an invoice or quote, simply add a Sub header item to the invoice/quote in the same manner as you would any normal product. You can edit the description if necessary. After adding the section header, you can continue to add items that will appear inside that section. When you are ready to close the section, either add a "Close Subsection" item (defined above), or add a new "Subsection Header" item. If you insert a new subsection header, the current section will be closed and totalled automatically. A subsection footer/close item is really only needed if you are going to enter more items that you want to appear outside of any subsection.

There are 4 different types of Subsection Header you can select

These are defined in stock maintenance and should only be set against Subsection Header products (not your actual stock codes)

[1] On Start-Show Description Only On Following Lines
This one is used if you dont want to display the individual quantity or prices for each product, you will just get a subtotal of everything contained within the subsection start and subsection end products

[2] On Start-Show Description+Qty On Following Lines
This one is used if you want to show the products and quantity but not the idividual sell prices for the products, you will just get a subtotal of everything contained within the subsection start and subsection end products

[3] On Start-Show Desc+Qty+UnitPrice+Extension On Following Lines
This one is used if you dont want to display the individual quantity or prices for each product

[4] On Start-Hide All Entries On Following Lines
This one is used if you dont want to display any of the individual products within the subsection.