Review invoice line items
Review every invoice line in one workspace, switch between detailed and compact views, and find the fields that need attention.
Before you start
Open an invoice from Invoices or Tasks.
Understand the stacked sections
Your company schema divides invoice lines into one or more sections called segments. Each segment has its own label, singular noun, field order, and rules for deciding which lines belong there. One segment is the default and catches lines that do not match another segment.
Segments appear one below another. They are not tabs. For example, one company may use sections named Items and Expenses, but those are tenant-specific examples, not platform labels.
Line numbers continue across section boundaries. If one section ends at line 22, the next section starts at line 23. Each section heading also shows its line count. An empty section shows No {segment label}, and its add action reads Add {segment noun} when you can add lines.
Steps
- Find the first line section below the invoice header.
- Locate the Line item view control at the top-right of the first section. Hover either icon when you need its label.
- Select Review view to see a labelled, line-by-line layout with every field authored for that section.
- Read any locked field that says Not applicable to this line type as context. The field stays visible so you know it was considered, but you cannot edit it for that line.
- Select Table view to use the dense grid. Scroll the grid horizontally to see the schema-selected columns.
- Use the # column to keep your place, then check the optional Match column for a 2-way or 3-way pill.
- Select a row-level validation indicator or a field error control to read the full message.
- Open the invoice title-area chips when the document-level counts show exceptions or warnings.
What each view shows
| View | What it shows | Best for |
|---|---|---|
| Review view | Every field authored for the section, with labels and locked inapplicable fields still visible | A complete line-by-line review |
| Table view | Only fields with a configured table column, plus #, the optional Match column, and the row action rail | Scanning and editing many lines quickly |
Your choice is saved for your user and company, and it takes priority over the company schema's default view. If that preference cannot be saved, Clerked shows Could not save the line item view and restores the previous choice.
Read validation at three levels
Validation can point you to the problem in three places:
- Title-area chips summarize the invoice, for example 4 Exceptions and 8 Warnings.
- A row indicator points to an issue that may not fit in the current view.
- A field error control identifies the exact cell or editor field.
Messages depend on your schema and invoice data. Examples seen in the workspace include This field is required., Add a description or choose an item., Enter a line total greater than zero., and Line N is matched to a PO line but has no receipt allocation.
If something goes wrong
- If a field is missing from Table view, switch to Review view or open the full line editor. Table columns are a smaller schema-defined set.
- If numbering looks unexpected, check the section above because ordinals continue across every stacked section.
- If a section is empty, add a line only when the section's
Add {segment noun}action is available and the invoice is editable.