Recording financial line items on a damage case
Financial line items record the itemized costs of a damage case, such as parts, labor, and fees, with quantities, VAT, and your own share (Eigenanteil). This article shows how to add, edit, and delete a single line item and how the totals are calculated.
Before you start
Creating, editing, and deleting line items require the Transition damage cases permission (damage-management:transition). Viewing them requires the View damage management permission (damage-management:view). Both are held by SystemAdmin and FleetManager by default.
Warning: Financial line items cannot be added, changed, or deleted once the damage case is closed. Record and finalize costs before closing the case.
Add a line item
Open the damage case and add a line item to its financial section. Only the description is mandatory.
| Field | Purpose |
|---|---|
| Description | What the cost is for. Required. |
| Quantity | Number of units. Must be greater than zero. |
| Unit price | Price per unit. Must be zero or greater. |
| VAT rate | The VAT percentage, entered as a whole number such as 19 for 19%. Must be between 0 and 100. |
| Eigenanteil (own share / deductible) | The portion your organization bears. Must be zero or greater and cannot exceed the line's gross amount. |
| Payer split | Optional free-text note describing how the cost is shared between parties. |
| Cost center | Optional accounting code used in the financial report and ERP export. |
| GL mapping | Optional general-ledger mapping code used in the export. |
| Sort order | Controls the order line items appear in the list. |
How amounts are calculated
You enter the quantity, unit price, and VAT rate; the system computes the rest and stores them on the line:
- Net amount = quantity x unit price.
- VAT amount = net amount x (VAT rate / 100).
- Gross amount = net amount + VAT amount.
All values are rounded to two decimal places. The list view sums these across all lines and shows total net, total VAT, total gross, and total Eigenanteil. The headline financial total for a case is the all-in gross amount.
Currency
Line items use your tenant's configured currency so that damage costs aggregate consistently with Beleg (receipt/expense document) costs in dashboards and vehicle totals. All line items on a single case must use the same currency; a line in a different currency is rejected.
Edit or delete a line item
Editing a line is partial: change only the fields you need and the others keep their current values. After any change, the same validation rules apply (quantity greater than zero, unit price zero or greater, VAT 0-100, Eigenanteil within the gross), and the net, VAT, and gross amounts are recalculated automatically. Deleting a line removes it from the case and updates the totals. Both actions are blocked on a closed case.
Tip: If you need to change several lines at once, or add and remove lines in a single save, use the bulk update instead of editing lines one by one.
Related
- Bulk-updating financial line items
- Damage analytics, the financial report, and data export
- Assigning an insurer and opening a claim
