Billable Items on Invoice Transactions: The Description of Items with a Type For Purchase is not Carried Over from the Purchase Order or Vendor Bill Created to the Invoice Billed

Answer:

Invoice transactions only capture the Sales Description field of Items.  The Purchase Description of items is not carried over from a Purchase transaction to an Invoice in the case of Billable Items.

This is explained under Enhancement 34985.

I. Use items with a type For Resale instead of items For Purchase. If the item selected is a For Resale item with information under the Sales Description field of its Item Record; the latter description is captured from the Purchase transaction to an Invoice.

II.  If using a For Resale item is not feasible you may have an option of creating a Custom field within your items For Purchase and source this information to display in a Custom column that you will create within the Invoice.

Steps:

I. Create a custom field in the item record:

-Login using an Administrator role

-Navigate to Setup > Customization>Item Fields>New

-Enter the name of the custom field that will represent the description of the item under the Label field.

-Under Type, select Text Area

-Mark the box next to Store Value

-Navigate to Applies To tab and mark the box next to the item types you want this to apply. Select Both next to the Subtype field.

-Under Display tab set where you want this field to display in your item records. Select Main under subtab if you want this to display in the main or header information of your item records.

-Go to Save button and select Save and Apply to Forms from the list of custom forms, mark the box under the Show column if you want this field to be displayed when that custom item record form is used.

-Click Save button

II. Create a custom column that will appear in your invoice forms:

-Login using an Administrator role

-Navigate to Setup > Customization > Transaction Line Fields > New

-Enter the name of the custom field that will represent the description of the item under the Label field.

-Under Type, select Text Area

-Mark the box next to Store Value

-Navigate to Applies To tab and mark the box next to item types/records you want this to apply.

Example:

-Purchase Item

-Sale Item

-Print on Standard Forms

-Group on Invoices

-Under Display tab set where you want this field to display in your item records. Select Main under subtab if you want this to display in the main or header information of your item records.

-Navigate to Sourcing & Filtering tab and select the following values under these fields:

-Source List = Item

-Source From = (for this field; locate and select the name of the custom item field that you have created earlier)

-Go to Save button and select Save and Apply to Forms from the list of custom forms, mark the box under the Show column if you want this field to be displayed when that custom item record form is used.

-Click Save button

III. To display and be printed on Invoice forms:

-Login as an Administrator

-Navigate to Setup>Customization>Transaction Forms.

-Select the Transaction Forms of the invoice you want the custom column for description to display. Example:  TEST Service Progress Invoice

-Navigate to Screen Fields tab > Columns subtab. Locate the custom field and mark the box under the Show column. You may rearrange the position of the custom column.

-Navigate to Printing Fields tab > Columns subtab. Mark the box under the Print/Email column for the custom column that you have created.

-Set the width equal to the standard Description column.

-You may unmark the box under for the standard Description column so when the Invoice is saved and printed the layout will not display two columns for the item's description.

-Click Save button