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Manage Sale Items

Overview​

Sale Items are reusable billing definitions used when creating invoices. The same interface is used to add new Sale Items and edit existing ones.

Changes made to a Sale Item affect how that item appears and behaves when used on future invoices.

Accessing Sale Items​

Sale Items are accessed from the Billing section of the admin interface.

  • View Sale Items displays all existing items
  • Selecting an item opens it for editing
  • The Add Item action opens the same form for creating a new Sale Item

Sale Item Fields​

Item Status​

Controls whether the Sale Item is available for use.

  • For Sale: Item can be selected when creating invoices
  • Disabled: Item is retained for reference but cannot be used

This allows districts to retire items without deleting historical data.

Invoice Description​

Defines the description that appears on the invoice.

This should be written in language appropriate for guardians or external recipients, as it is visible on billing statements.

Unit Cost​

Represents the internal cost value associated with the item.

This value may be used for reporting or internal reference and does not control the amount billed to the end user.

Sale Price​

Defines the amount billed when the item is added to an invoice.

This is the charge that appears on the invoice and is used in invoice totals.

Item Type​

Categorizes the Sale Item for billing and reporting purposes.

Common item types include:

  • Fees
  • Replacements
  • Other district defined billing categories

Item Type selection may influence how the item is used in reports or automation.

Editing Existing Sale Items​

When editing an existing Sale Item, the same fields are presented with current values populated.

Updates apply to future invoice usage. Existing invoices are not retroactively modified.

Operational Considerations​

  • Sale Items should be reviewed periodically for accuracy and relevance
  • Disabling an item is preferred over deletion to preserve billing history
  • Descriptions should remain consistent to avoid confusion on invoices

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