How do order lines, totals, discount and VAT work?
An order consists of blocks and each block of order lines. Here you read what the fields of a line do and how i-Reserve calculates the totals.
The fields of an order line
| Field | Explanation |
|---|---|
| Product | Choose a product and click Use this product to fill the line. See Setting up products and categories. |
| Description | Required. The text on the document. |
| Number and Unit | For example 25 persons or 2 half days. |
| Price and Currency | Price per unit. |
| Subtotal | The amount of the line. If it is empty, i-Reserve fills it with quantity × price. |
| VAT | The VAT code of the line. |
| Additional | From/till date and time, nights, participants, discount (amount and description), the object and, with the administration module, ledger account and sign (credit/debit). |
| Memo | Extra explanation for the line, for example what a package contains. |
How the subtotal is calculated
The subtotal is only calculated automatically if the Subtotal field is empty. If there is already an amount, it stays, even if you change the quantity, price or discount afterwards.
Total per block and per order
- Each block automatically gets a total line with the sum of the subtotals, the VAT and the discount of that block. You do not have to create that line yourself.
- The order total is the sum of the block totals.
- If the lines in a block have different VAT codes (for example 9% for food and 21% for room hire), the total line has no single VAT code. The VAT per line stays correct. If you want a total per VAT rate, divide the lines over blocks.
- With the administration module, the total line gets the customer ledger account and sign from the order settings.
Which columns do you see in a block?
Through the block menu you choose which fields are visible as columns (All fields or Visible fields). By default you see type, description and subtotal. This only determines what you see on screen. What goes on the document is determined by the template.
No automatic rules
The order module has no calculation rules: no automatic or conditional lines, no optional lines and no tiers. This is how you work around that:
| You want | This is how |
|---|---|
| Fixed combinations of lines | Record them in an order in the library and create new orders from it. |
| Offering options or alternatives | Put each alternative in its own block, with the explanation in the block memo (Option A: lunch buffet). Or create two orders, each with its own quotation. |
| Tiered prices | Create a product per tier, for example Package 10-25 persons and Package 26-50 persons. |
| Discount on the whole order | Add a line with a negative price and a clear description, for example Loyal customer discount. |
How to add blocks and lines is explained in Adding lines to and editing order blocks.
