Every expense and income in SparkReceipt is made of line items. You can change any line by hand: its name, amount, Category, quantity, unit price and line type (for example Item, Tip or Discount). You can also insert new lines, split a line in two, and remove lines you don't want. On the web, open the document and click the Lines tab. In the mobile app, open the document and tap the list icon next to the totals to open Edit line items. Changes on the web are saved as you type.
Open the line items
On the web: open the expense or income and click the Lines tab. The tab shows how many lines the document has. Each row shows the line's name, its Category, its amount and its tax.
In the mobile app: open the document and tap the list icon next to the totals. The Edit line items screen opens. When a document's lines have different Categories, the Categorization section also has an Edit lines button that opens the same screen.
Change the Category line by line
On the web: on the Lines tab, click the Category shown under a line's name and pick a new one. Each line keeps its own Category.
In the mobile app: tap a line, then pick its Category in the line editor and tap Accept.
To put every line in the same Category at once: on the web, go back to the Details tab and use Categorize all items as... under the Category list. In the app, use Assign all... in the Categorization section.
For how SparkReceipt picks Categories for lines when it scans, see Can SparkReceipt categorize individual line items from my receipts?.
Insert a new line
On the web: click + Insert new line under the lines.
In the mobile app: tap Add (the plus icon) at the top of Edit line items, fill in the line and tap Accept.
A new line is always added at the end of the list. Lines can't be dragged or reordered, so you can't insert a line in the middle. The order of the lines doesn't change any totals.
Remove a line item
On the web: on the Lines tab, open the line's menu (the three dots at the end of the row), choose Remove and confirm. To remove several lines, tick their checkboxes, open the menu in the header row and choose Remove.
In the mobile app: long-press the line and choose Delete. To remove several, long-press a line, choose Select multiple..., tap the lines and use Delete in the bar at the bottom.
This works the same on an expense and on an income. Removing a line lowers the document's total by that line's amount. On the web, removing every line leaves one empty line in their place.
Add a tip
A tip is its own line with the line type Tip.
On the web: on the Lines tab, click + Insert new line, type the tip amount, then click the line type shown under the amount (it reads Item for a new line) and choose Tip.
In the mobile app: tap Add in Edit line items, tap the line type at the top of the line editor, choose Tip, type the amount and tap Accept.
The tip counts toward the document's total. On the web, the totals then show a Tip rate row with the tip as a percentage of the amount before tip and tax. A document marked as a refund can't have a tip.
The other line types work the same way: Item, Tax, Tip, Adjustment, Shipping, Discount, Refund, Fee and Other.
Quantity and unit price
Each item line can carry a Quantity and a Unit price. On the web they show under the line's name as quantity @ unit price. In the app they are separate fields in the line editor. Both are for reference only: they don't change the line's amount or the document's totals. The full details are in Can SparkReceipt categorize individual line items from my receipts?.
Split a line into two
In the mobile app: long-press the line and choose Split. Choose how much of the original line moves to the new line, and use Split into category to give the new line its own Category. The two lines together keep the original amount.
On the web: there is no split for a single line. Lower the amount on the original line, then click + Insert new line and enter the rest on the new line.
Splitting a tax line into components (for example GST and PST) is a different action: Split tax line on the web, Split tax into components in the app. See Can I split the tax rate for different tax %?.
Count only some lines of a receipt
A document's total is always the sum of all its lines. There is no switch that keeps a line on the document but leaves it out of the total. You have three options:
- Remove the lines you don't want counted. The document's total goes down by their amount.
- Move them to a separate document. On the web, open the document's actions and choose Split document. Move the lines you don't want counted to the new document, then trash it or move it to another linked account. The original keeps everything you don't move. This needs at least two files or lines on the document.
- Filter by Category. When you filter the Documents list or a report by Category, only the item lines in those Categories count toward the total. Tips, shipping, fees and other non-item lines are left out under a Category filter.
For a receipt that is partly business and partly personal, see Can I separate business and personal expenses?.
Is there a calculator in the line items?
No. The amount fields in the line items don't do math, so typing 9.50*2 or a formula into a cell won't work. Work the number out first and type the result. The document's subtotal, tax and total update on their own when you change a line.