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How to add a manual line item to an order

Some charges are not in your catalog: a setup fee for a tricky lawn, a rush fee for a weekend booking, a cleaning charge after the event. Add Manual Product puts a one-off line on any order, priced as a fixed amount or a percentage, with or without tax.

5 steps4 minBeginner

Step 01

Open the order and find Reservations

Manual lines live in the same table as the products on the order.

  1. Log in to io.partyrentalstudio.com and click Orders in the top navigation.
  2. Click the order you want to charge. For this tutorial that is order #10482 for Maria Alvarez.
  3. Scroll to the Reservations section. It lists every product on the order, then the totals.
  4. Under the last product row, click Add Manual Product. A form opens in place, inside the table. On an order with no products yet, the button sits under the Empty Invoice message, next to Add Product.
Add Manual Product sits between the product rows and the totals. The order starts at $507.50.

Note: On a phone the order page is split into tabs. Tap Reservation to reach the same table and the same button.

Step 02

Add a fixed-price line

Most manual lines are a flat charge. Here the crew has to stake the bounce house into a soft lawn, and Sunny Day charges $40.00 for it.

  1. In Product / Item / Service, type the name exactly as the customer should read it on the invoice.
  2. Enter the Qty. Leave Price on $ Fixed and type the price for one unit. Total updates as you type: quantity times price.
  3. Set Taxable. It starts on Yes. Choose No for a charge your state does not tax.
  4. Optionally add Notes. They print under the line on the invoice and on the Delivery Sheet.
  5. Click ADD. The form closes, the line appears in the table, and the totals and the balance due are recalculated.
A fixed-price line: one unit at $40.00, taxed like the products on the order.

Tip: Product / Item / Service, Qty and Price are all required. If ADD does nothing, look for the red message under whichever one is empty.

Step 03

Add a percentage line

Some charges scale with the size of the order. Sunny Day adds 10% when a weekend booking comes in with less than a week's notice.

  1. Click Add Manual Product again and type the name, here Weekend rush fee.
  2. Click % Percent above the Price box. Qty locks at 1, because a percentage is charged once.
  3. Type the percentage, without the % sign. The line under the fields shows the working, for example 10% of $511.00 = $51.10.
  4. Set Taxable and click ADD. On the order the line reads Weekend rush fee (10%), so the customer can see how it was worked out.

The $511.00 is the order's products ($421.00), its delivery fee ($50.00) and the taxable setup line from Step 02 ($40.00). The percentage is taken before order discounts, coupons and tax.

In Percent mode the Qty box is locked and the form shows its working before you add the line.

Heads up: The amount is fixed at the moment you click ADD. If you add products afterwards, the rush fee stays at $51.10. Add percentage lines last, and if the order changes later, remove the line and add it again rather than editing it.

Step 04

Check where the line landed

Where a manual line appears depends on the Taxable setting, because that decides whether sales tax is charged on it.

  • Taxable lines sit with your products, above the totals. They count toward the Sub Total and are taxed with everything else.
  • Non-taxable lines sit below the sales tax line. They are added to the Grand Total after tax.
  • Both say Manual in the SKU column, so you can tell them apart from catalog products at a glance.
The taxable setup line joins the products and the Sub Total. The non-taxable rush fee comes after the tax, so no tax is charged on it.

Note: The balance due on the order is recalculated when you add a line. If the customer has already paid in full, the new line shows up as a balance due, which you collect the same way as any other payment on the order.

Step 05

Edit, annotate or remove a manual line

Every manual line has its own menu at the end of the row.

  1. Click the three dots on the right of the line.
  2. Choose Edit Product to change the name, quantity, price or Taxable setting. The same form opens with the line's values in it.
  3. Choose Add Notes (or Edit Notes, once there is one) to change only the note.
  4. Choose Remove Product to take the line off the order. You are asked to confirm first.
The menu on a manual line. Catalog products have an extra Apply Discount item; manual lines do not, so change the price instead.

Heads up: Use Edit Product for fixed-price lines only. For a percentage line, remove it and add it again: the edit form reopens it with the dollar amount in the Price box while the toggle is still on Percent, so saving it as it stands would charge the wrong amount.

Manual line questions

The things people ask after adding their first one.

Does a manual line show on the invoice and the Delivery Sheet?

Yes. It prints on the invoice PDF with its quantity, price and total, and on the Delivery Sheet with its quantity, so your crew sees it too. Its note prints on both.

Does a manual line reserve inventory?

No. It is not a product in your catalog, so it holds no stock and never makes an item show as unavailable. If the charge is for something physical you track, add the product instead.

Will a percentage line update if I add more products later?

No. The dollar amount is worked out once, when you click ADD, and then stays put. To bring it up to date, remove the line and add it again.

Why is my manual line sitting below the tax line?

It is set to Taxable: No. Non-taxable lines are listed after the sales tax and added to the grand total without tax. To move it up with your products, edit a fixed-price line and set Taxable to Yes. For a percentage line, remove it and add it again with Taxable set to Yes.

What is a percentage line calculated from?

Your products after any per-item discounts, plus the delivery fee, plus any taxable manual lines already on the order. It is taken before order discounts, coupons and tax.

Is there a record of who added it?

Yes. Adding a manual line writes an entry to the order's history with your name, for example "Grass setup and extra stakes (Manual Product) added".