# Item line tables
Bills (Sale Invoice, Purchase Invoice, orders, quotations) and many other forms enter their lines in the same kind of table. Lines are added, inserted, moved, and removed the same way on every one of them.
Overview
Each row of the table is one line. Sl.No is the line number and is kept in order for you. Columns come from the module and your settings. For example, the Sale Invoice ITEMS table has Item, Description, Qty, Unit, Rate, Price, Taxes, Discount, and Total.
| **Where you see it** | **Examples** |
|----------------------|--------------|
| Bill item lines | Sale Invoice, Purchase Invoice, Sale Order, Purchase Order, quotations, credit and debit notes |
| Lines on other forms | Inventory, production, and voucher forms that have a lines table |
Each module page documents its own columns. This page covers what works the same on every table.
Add lines
The last line of the table is always blank and ready for the next entry.
- Select an item (or account) on the blank last line. A new blank line is added under it straight away.
- The blank last line is not saved. It is also not checked for required fields.
- To add a line between existing lines, see Insert a line.
Remove lines
Click × at the right end of a line to remove it. Sl.No is renumbered after a moment.
- × is hidden when the table has only one line.
- Some lines cannot be removed, for example lines that must stay as they came from the source document. Their × is hidden.
- Some tables do not allow removing lines at all.
Point to a line, or click into it, to show the line tools over its Sl.No cell.
| **Tool** | **What it does** |
|----------|------------------|
| ≡ (drag handle) | Drag the line and drop it above or below another line. |
| + | Inserts a blank line above this line. |
| ▲ / ▼ | Moves the line one place up or down. The arrow is greyed out at the top and bottom. |
The tools are not shown:
- On the blank last line.
- While a document opened for edit is still loading.
- For a moment after you remove a line.
- On tables that do not allow adding or removing lines.
Insert a line
Click + on a line, or press Ctrl + Alt + I while you are in it. A blank line is added above it, with the cursor in the first field, and Sl.No is renumbered.
- Fill the new line the same way as any other line.
- Until you enter something, it is treated like the blank last line and is not checked for required fields.
- If you leave it without entering anything, it is removed. Blank inserted lines never block Save.
Example: An invoice has 1 GoodDay, 2 Customised Note Book, 3 Sand. To add Wire Nails as line 2, point to Customised Note Book, click +, and select Wire Nails. The lines become 1 GoodDay, 2 Wire Nails, 3 Customised Note Book, 4 Sand.
Move lines
There are three ways to move a line:
- Drag: hold the ≡ handle and drag. A blue line shows where the line will go. Release to drop it there.
- Arrows: click ▲ or ▼ to move one place.
- Keyboard: press Ctrl + Alt + ↑ or ↓ while you are in the line. The cursor stays in the same field.
When a line moves:
- Sl.No is renumbered straight away. The new order is kept when you save and when you print.
- Its item, quantity, rate, discount, and tax do not change. Nothing is recalculated.
- Bill totals stay the same. If a discount is entered for the whole invoice as a value, the rounding difference goes to the last line, so it can move to a different line.
- The blank last line cannot be moved, and lines cannot be moved below it.
Bills with many lines
When static row mode is enabled for your company, a bill with 50 or more filled lines shows its lines as plain text so the screen stays fast.
- Click a line to edit it. Click ✓ when you are done.
- Click Add Line Item under the table to add a line at the end.
- Only + is shown in the line tools. To move lines on these bills, use Ctrl + Alt + ↑ / ↓ in the line you are editing.
- If you click ✓ on an inserted line that is still blank, it is removed.
Keyboard shortcuts
Use these while the cursor is in a line. On Mac, press Control + Option instead of Ctrl + Alt.
| **Shortcut** | **Action** |
|--------------|------------|
| Enter | Move to the next field. In an item or account dropdown, it selects the highlighted option. |
| Tab / Shift + Tab | Move to the next or previous cell |
| ← / → / ↑ / ↓ | Move between cells when you are not typing in one |
| Esc | Stop editing the cell |
| Ctrl + Alt + ↑ | Move the current line up |
| Ctrl + Alt + ↓ | Move the current line down |
| Ctrl + Alt + I | Insert a blank line above the current line |
Full list: Keyboard Shortcuts — Item line tables.
FAQ
I don't see the line tools.
Point to a filled line, not the blank last line. The tools are also hidden while an edit is loading, for a moment after removing a line, and on tables that do not allow adding or removing lines.
Why did my inserted line disappear?
It was left blank when you moved to another line or field. Blank inserted lines are removed so they do not block Save. Click + again to add it.
Does moving a line change the price or tax?
No. The line keeps its values. Only Sl.No and the position change.
Will the printed bill show the new order?
Yes. Lines are saved and printed in Sl.No order.
Can I drag lines on a touch screen?
Dragging needs a mouse. On a touch screen, tap into the line and use ▲ / ▼.
Can I move a line on an approved bill?
No. Lines can be changed only while the document can be edited, for example in Draft or For Revisal.
See also: Sale Invoice — Item Lines · List pages · Keyboard shortcuts