Working with Receipt Line Items
Line items let you break a receipt into individual entries. This is useful for tracking exactly what was purchased and assigning different categories to different items.
Adding Line Items
- Open the Add Receipt or Edit Receipt form.
- Scroll to the Itemized lines section.
- Click Add line to add a new line item.
Line Item Fields
Each line item has the following fields:
| Field | Description |
|---|---|
| Description | What was purchased (e.g., “Hay bale”, “Dewormer 250mL”). |
| Category | Assign a financial category to this line item. Select from the dropdown or leave it as “—” for none. |
| Amount | The dollar amount for this line item. |
| Quantity | The number of units. Defaults to 1. |
Line Total
Below the line items, a running Line Total is displayed. This is the sum of (Amount × Quantity) for all line items.
Removing a Line Item
Click the trash icon on the left side of any line item to remove it.
Automatic Line Items from AI Extraction
If you use the Extract from receipt feature, line items may be populated automatically from the receipt. You can then:
- Edit descriptions, amounts, or quantities.
- Assign categories to each line.
- Add additional lines that the AI may have missed.
- Remove lines that were extracted incorrectly.
Line Item Validation
If the receipt is attached to a transaction, the total of all line items must match the transaction amount. If there's a mismatch, a validation message will appear:
“Line items total ($X) does not match the transaction amount ($Y). Adjust line items or detach the transaction to save.”
You'll need to either adjust the line items to match or detach the receipt from the transaction before saving.
Category Requirement
When a receipt is attached to a transaction (or when “Also create a transaction” is checked), each line item must have a category assigned. The system will show an error on any line item missing a category.