How to capture line items
Jan Korecky avatar
Written by Jan Korecky
Updated over a week ago

In Detailed user plans, capture selected invoice line items with high-quality scans or digitally created PDFs. Optical quality is crucial for our OCR engine to reliably extract the data.

If you create line items manually, now you have a handy checksum, so it is easy to see if your numbers add up.

How to extract items

Select invoices where you need line items from the invoice list and click " Line items", or switch to line items view when reviewing a particular invoice.

1. From list of invoices

2. From invoice detail

3. Line items full screen view

In case the invoice contains lot of line items, it might come handy to check them in Full screen view.

The fullscreen preview displays all item details, including the original document preview on a separate screen in Datamolino.

Once the items are extracted:

Export items to your accounting software

Connect your folder to cloud accounting, then export invoices seamlessly. Assign a "ledger account" to each line item. After selecting the ledger account for the first item, Datamolino will auto-apply it to all, allowing you to customize ledger accounts for each line item afterward.

Click "Save" when you are done. After you click save, click "Export" to send the invoice to your cloud accounting.


What data is exported and how is the TAX calculated in my cloud accounting?

Line items with NET value: Since the tax rate is not specified on the item level, only the NET value is extracted, the other fields remain blank in Datamolino. The NET value is sent to cloud accounting as "tax exclusive" and the TAX is calculated by your accounting software pursuant to the Tax code that you have chosen.

Line items with TOTAL value: When the TOTAL line item value can be captured or calculated, this value is exported to cloud accounting as "tax inclusive" and the TAX is calculated by your accounting software pursuant to the tax rate that you have chosen.


Tax settings (Xero users only)

When exporting a document line by line, you can choose if you'd like to export them to Xero and:

1. Let Xero calculate tax

With this setting, Datamolino exports only TOTAL or NET for line items (amounts in bold). The rest is calculated by Xero based on the tax code you select from a drop-down.

2. Send Exact Tax Amount

An example use case for this setting is when a supplier rounds numbers differently than Xero, which may lead to small differences (usually only 1p difference). If numbers calculated by Xero don't match numbers sent by Datamolino, Xero makes the tax adjustment. Using the previous example, Xero would make 1p tax adjustment to match the amounts sent by Datamolino.

With 'Send exact tax amount', please always make sure NET and TAX are correct. Also, the tax code in the drop-down should match the tax rate on the invoice.

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