Units and Items

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Overview

Define all the units you need for invoicing all your billable Items under Finance > Settings > Units.

Whether you bill by volume, media sizes, hours, days, or per service, you can set up the required units and then simply select them when invoicing. The Download and Volume units are set up by default in Backstage.

Add units

Once a new unit is added, it is available in the various relevant areas of your system.

Create units

  1. Go to Finance > Settings > Units and select Edit > New.
  2. Fill in an internal name for the unit in the Name field.
  3. Enter a name for each language available for your Finance area. These names will then appear on the invoices that are created in their respective languages.
  4. Click Save.

Screenshot of the Unit setup window showing options for multilingual entry.
Unit dialog

Tip

Set the languages under Administration > Language Settings > Languages in the Finance column.

Assign units when configuring Items

In Finance > Settings > Items, you can manage media and other billable items and services for which you create invoices, such as Images, Videos and Download Fees.

When you set up a new item, you can directly associate it with a unit via the Unit dropdown menu:

Screenshot of a billable item setup window showing options to assign units to the item.
New Item dialog: Unit dropdown

Assign units when configuring Download Fees

In Finance > Prices > Download-Based Pricing, you can configure all the media sizes that are used in Download-Based Pricing. The corresponding system items are created automatically. By default, only the Download unit is displayed when editing download fees. This cannot be changed at this point.

Screenshot of a Download-Based Pricing dialog showing Media Size Selection options with the Units column highlighted.
Download-Based Pricing dialog: Media Size Selection > Download units

Note

For more information, refer to the Download-Based Prices FAQ.

Assign units when configuring Invoices

You can display units when invoicing your items if necessary.

Important

You can adjust units only for unposted invoices.

Screenshot of the Invoice dialog showing the options to assign units.The Unit field is highlighted.
Invoice dialog: Unit field in the Acquisition of Items panel

Note

For more information, refer to Financial Document Creation.

Manage units

In Finance > Settings > Units you can find a list of all available units.

Add a new unit

  • Select Edit > New.

Edit existing units

  • Double-click the unit in the table overview or select it and click Edit > Open.
  • Make the necessary changes and click Save.

Copy existing units

  • Select a unit and click Edit > Copy.

Delete existing units

  • Select a unit you do not need any more and click Edit > Delete.

Note

The integrated table functions allow you to search, filter, and sort data records. You can also learn how to set up custom views and use the export function in the Advanced Table Views FAQ.