Line Items |
The Line Items tab enables you to list every item being purchased using or associated with a purchase order (PO), such as parts, office supplies, shipping fees, and service charges. To order stock parts, you must use this tab and the line item type must be STOCK PART.
Tip: In Enterprise Purchasing, quantity on order for a stock part is always tracked at the location specified on the line item.
Tip: To limit the display of information in the grid and maximize performance, use the filter. You can sort on purchase order ID, location, vendor ID or invoice number, status, date (or date range), employee ID (requester, buyer, orderer), and equipment ID, among other values.
Note: Unless you specify a header status, filtering on equipment ID returns all items in all statuses that apply to that ID.
The Purchase Orders screen supports location-level access control, so you must belong to a user group with the applicable authorizations to make changes or updates.
The field in the top section of the Line Items tab is display only from the Basic Info tab.
Purchase order ID
Identifier of the purchase order either being defined or that is currently selected in the grid. The description displays to the right of the field.
Data in the fields in the bottom section of this tab provide information about each line item on the purchase order. Unless otherwise indicated, these fields are required.
Delete
If you place a check in this field and click Save, the line item status changes to CLOSED for auditing purposes. The line item is not deleted from the list, however.
Line number
Line item number. Display only; automatically assigned in sequential order.
Status
Status of the line item. This field is required. The status may be set to CLOSED only once all line items are closed on the PO.
Note: If the purchase order status is PENDING, then this status must be PENDING as well. If the purchase order status is OPEN, all PENDING line items are changed to OPEN.
When the status of a rebuilt serialized part is set to OPEN, the core is removed from inventory (if part status tracking is active) and the status of the serialized part is set to SENT TO VENDOR.
Line item type
The type of line item. This field is required. This field has a list box:
STOCK PART
NON-STOCK PART
COMMERCIAL
FEE
SHIPPING
FUEL
EXTERNAL REBUILD
EQUIPMENT
The item description displays to the right of the field. If the line item type is STOCK PART, you cannot change it once the record has been saved. Also, once a line item has a status of OPEN, the line item type cannot be changed.
Tip: To order a stock part, the line item type must be STOCK PART. If this is a new stock part line item, the vendor on the existing PO must be a parts vendor. If this is a rebuilt part line item, the vendor on the existing PO must be a parts vendor. If this is a new commercial line item, the vendor on the existing PO must be a commercial vendor. Vendor status is specified on the Basic Info tab of the Data -> Setup -> Organization Structure -> Vendors -> Primary Information screen.
Note: Entry of a type other than STOCK PART, NON-STOCK PART, or EXTERNAL REBUILD clears the Sales tax field.
The Basic Info tab on the Enterprise Purchasing -> Setup -> Purchase Types screen specifies which line item type (or types) may be used on this screen.
Part ID
Identifier of the part. Required for STOCK PART line items unless there is a check in the Allow STOCK PART line items to be ordered with no part ID field on the Purchase Orders tab of the Data -> Enterprise Purchasing -> Setup -> Purchase Types screen. Required for NON-STOCK PART line items if a product category is specified. Required for EXTERNAL REBUILD line items, and the part must be classified as Repairable/Rebuildable. Must be blank for COMMERCIAL, FEES, SHIPPING, and FUEL line items. Optional for all other line item types. The part may not be a kit (i.e., must have a kit type of NONE). This field has a list box.
Part classifications are defined on the Data -> Parts Items -> Setup -> Part Classifications screen.
Note: Kit types are specified on the Basic Info tab of the Data -> Parts Items -> Primary Information screen.
Part suffix
Number associated with the part ID, which distinguishes it from other parts with the same part ID. Required for STOCK PART line items unless there is a check in the Allow STOCK PART line items to be ordered with no part ID field on the Purchase Orders tab of the Data -> Enterprise Purchasing -> Setup -> Purchase Types screen. Required for EXTERNAL REBUILD line items. Must be blank for COMMERCIAL, FEES, SHIPPING, and FUEL line items. Optional for all other line item types.
Important tips regarding the part ID/suffix combination:
If you specify STOCK PART, you cannot change the part ID/suffix combination once the record is saved.
Once the line item status has been set to OPEN, you cannot change the part ID/suffix combination.
If a vendor has a contract with the chosen line item type, the part price will populate based on the Part ID suffix.
Note: The system does not validate the part ID-suffix combination of NON-STOCK PART line items.
Part description
Text description of the part. Auto-populates based on the values in the Part ID and Part suffix fields. Required if the part ID and part suffix are not already in the database (i.e., you are entering a new part). Otherwise, this field is optional. Maximum field length is 140 characters.
Product category ID
Identifier of the product category to which the part belongs. When a quantity is entered, this field auto-populates based on the values in the Part ID and Part suffix fields (unless those fields are blank and the automatic numbering option is not activated). Required if line item type is STOCK PART and a part ID and suffix have been specified. Required if line item type is EXTERNAL REBUILD. Must be blank if line item type is COMMERCIAL, FEES, SHIPPING, or FUEL. Optional for all other line item types. This field has a list box.
Product categories are defined on the Data -> Parts Items -> Setup -> Product Categories screen. Automatic part numbering is also enabled on that screen.
Other ID
User-defined identifier associated with the line item. Required if there is a check next to the applicable line item type in the Require Other ID on line item types field on the Basic Info tab of the Data -> Enterprise Purchasing -> Setup -> Purchase Types screen. The maximum field length is 30 characters.
Description
Description of the item being ordered. Required if the Part ID, Part suffix, and Other ID fields are blank. The maximum field length is 30 characters.
Unit of measure
Unit of measure (UOM) associated with the line item. auto-populates based on the values in the Part ID and Part suffix fields, but you can change it. Required if line item type is STOCK PART with a part ID and suffix; required if line item type is EXTERNAL REBUILD; must be blank if line item type is FUEL. Otherwise, optional.
If the parts location is new, the UOM entered in this field becomes the base UOM for the location.
If the parts location exists but a conversion factor has not been specified for this UOM, an error message displays.
If the parts location has a different base UOM than the line item and there is a conversion factor between the two, then the line item quantity is multiplied by the conversion factor.
Units of measure and conversion factors are defined on the Data -> Parts Items -> Setup -> Units of Measure screen.
Note: Unit of measure cannot be changed once the line item is partially received. If an item was received using an incorrect UOM, you must use the Data -> Parts Activity -> Adjustments screen to fix it. You then need to close the line item short and open a new line item.
Quantity
Total quantity being ordered for the line item. For COMMERCIAL line items, quantity must be zero. For FUEL line items, quantity must be greater than zero. If line item has an action specified, quantity must be greater than zero. Otherwise, optional. Maximum field length is seven characters, including two decimal places (one decimal place for FUEL line item types).
Note: If the Tank ID field is populated for a FUEL line item type, quantity must be less than or equal to the tank capacity.
Tip: The quantity cannot be changed under the following circumstances:
All parts have been issued for the related work order line.
The line item status is CLOSED.
A vendor’s minimum order requirement is specified on the Purchasing Info tab of the Data -> Setup -> Organization Structure -> Vendors -> Primary Information screen.
Unit price
Price of an individual unit for the UOM. For FUEL line items, the unit price must be greater than zero. For COMMERCIAL line items, the unit price must be zero. Otherwise, the unit price may depend on the contract with the vendor.
If there are values in the Vendor contract ID, Part ID, and Part suffix fields, defaults to the current order price.
If the vendor contract does not have a price specified for the part, defaults to the last receipt price multiplied by the currency conversion rate.
If there is no specified contract price and the last receipt price is zero, defaults to the last order price multiplied by the currency conversion rate.
This field is optional, but must be greater than or equal to zero.
Discount percent
Discount percentage offered by the vendor (perhaps for high-volume purchases). Defaults to the discount percent, if any, listed on the Data -> Purchasing -> Vendor Contracts -> Parts Prices screen. Otherwise, defaults to the vendor part primary record. If line item type is COMMERCIAL, discount percentage must be zero. Optional, but must be greater than or equal to zero if entered for non-commercial items.
Note: During processing, the system applies the discount percentage to the total price calculated from quantity and unit price. It then applies sales tax to the discounted price.
Net unit price
Net price of the line item. The value is calculated by applying the discount percent to the unit price. This field is display only.
Note: Net unit price = unit price * (1.0 - (discount percent/100.0)) * (1.0 + (surcharge percent/100.0))
Location ID
Identifier of the location where the parts are stored or the fuel is being delivered. Defaults to the PO location. This field has a list box. This location may be different from the purchase order location as long as the order location is the supplied-by location. This field is required.
Location IDs are defined on the Basic Info tab of the Data -> Setup -> Organization Structure -> Locations -> Primary Information screen.
Fuel/fluid tank ID
Identifier of the location to which the fuel is to be delivered. This field has a list box. Required if the Line item type field specifies FUEL; otherwise, must be blank.
Fuel and fluid tank information is defined on the Basic Info tab of the Data -> Fuel/Fluid Tanks -> Primary Information screen.
Fuel/fluid type
Identifier of the fuel type. This field has a list box. Required if the Line item type field specifies FUEL; otherwise, must be blank.
Fuel and fluid types are defined on the Data -> Fuel/Fluid Tanks -> Setup -> Fluid/Product Types screen.
Required
Date and time (in MM/DD/YYYY HH:MM format) that the item is needed. This field is optional.
Defaults to the current date and time if there is a check in the Default required date to today field on the Purchase Orders tab of the Data -> Enterprise Purchasing -> Setup -> Options screen.
Ordered
Date and time (in MM/DD/YYYY HH:MM format) the order was placed. Unless the status is PENDING, this field is required.
Note: If the Ordered field is blank when an open line item is entered, this field auto-populates with the current date and time.
Expected delivery
Date and time (in MM/DD/YYYY HH:MM format) that the item is expected to arrive. This value may be overridden manually.
The value that displays varies by circumstance:
If there is a value greater than 0 in either the Minimum lead days field on the Purchasing Info tab of the Data -> Setup -> Organization Structure -> Vendors -> Primary Information screen or the Minimum lead days field on the Purchase Orders tab of the Data -> Enterprise Purchasing -> Setup -> Options screen:
And the vendor’s minimum lead days are less than the lead time specified on the More Info tab of the Data -> Purchasing -> Vendor/Part Information screen, this field displays today’s date + the vendor’s minimum lead days.
And the vendor’s minimum lead days are greater than the lead time specified on the More Info tab of the Data -> Purchasing -> Vendor/Part Information screen, this field displays today’s date + the specified minimum lead time.
If a new line item is entered or an existing line item is changed and there is a 0 in the Minimum lead days field on the Purchasing Info tab of the Data -> Setup -> Organization Structure -> Vendors -> Primary Information screen and the Minimum lead days field on the Purchase Orders tab of the Data -> Enterprise Purchasing -> Setup -> Options screen:
And the line item’s expected delivery date is blank, the value from the Expected delivery field on the Basic Info tab of this screen displays in this field.
And the Expected delivery field on the Basic Info tab of this screen is blank, this field displays the base date + the vendor’s lead time (from the More Info tab of the Data -> Purchasing -> Vendor/Part Information screen).
The base date used depends on the line item status:
PENDING line items: Current date and time
OPEN line items: Date and time sent to vendor
Note: If the expected delivery date is changed at the header level, all line items with that date are also changed.
If the line item’s expected delivery is blank and there is a check in the Default expected delivery date to today field on the Purchase Orders tab of the Data -> Enterprise Purchasing -> Setup -> Options screen, the current date and time display when the record is saved.
Vendor contract ID
Identifier of the contract with the vendor. Must be a valid, active contract for the vendor ID entered on the Basic Info tab. This field has a list box. This field is populated automatically when the line item type of the purchase order has an active contract with the vendor. However, if the vendor of a purchase order has more than one active contract, this field does not auto-populate. If the vendor contract is set, it will also use the Part ID Suffix contract price.
Required for noncommercial items if there is a check in the Require vendor contract ID on purchase order line items field on the Purchase Orders tab of the Data -> Enterprise Purchasing -> Setup -> Purchase Types screen. Required for commercial items if there is a check in the Require vendor contract ID when posting work field on the Options tab of the Data -> Shop Activity -> Setup -> Options screen. Otherwise, this field is optional.
Note: The choice list displays only those contract IDs that are current, valid for the vendor on the transaction, and have money remaining on the contract.
Tip: You may specify the vendor contract ID at any time during the process, but if you intend to use a vendor contract ID on an order, it is important to specify it when you are processing the ORDER action. The vendor contract ID will be carried through the purchasing process, so you will not need to update it later. When the system processes an ORDER action, it verifies the validity of the vendor contract ID based on today’s date and determines whether the amount remaining on the contract is sufficient to cover the line item being ordered.
Vendor contracts IDs are recorded on the Basic Info tab of the Data -> Purchasing -> Vendor Contracts -> Contracts screen.
Amount remaining
Amount remaining on the vendor contract. This field is display only.
Contract line item ID
Identifier of the line item associated with the vendor contract. This field has a list box. This field is optional.
Vendor contract line item IDs are recorded on the Contract Line Items tab of the Data -> Purchasing -> Vendor Contracts -> Contracts screen.
Sales tax rate
Sales tax rate assigned to the line item.
Account ID
Identifier of the general accounting system account to charge for the item. This field has a list box of active accounts that may be assigned to POs.
Note: Defaults to the value specified in the Default account ID field on the Inventory - Enterprise tab of the Data -> Setup -> Organization Structure -> Locations -> Primary Information screen. If the location does not have a default account ID, defaults to the account ID for the line type specified on the More Info tab of the Data -> Enterprise Purchasing -> Setup -> Options screen. If a default account ID by line type is not specified, defaults to the account ID on the Basic Info tab of this screen. If the part was ordered using the Data -> Parts Activity -> Requests screen, that ID displays in this field.
Account IDs are defined on the Basic Info tab of the Data -> Setup -> Organization Structure -> Accounts -> Primary Information screen. The Edit Criteria - General tab on the Data -> Setup -> Options screen specifies whether account IDs are required, not required, or optional.
Financial project code
The Financial project code choicelist allows the user to select from active Financial Project Codes or Usage Tickets. Once selected, the description of the chosen code will populate in the description field.
For more information, see Financial Project Codes.
Approval
Approval status of the line item. This field has a list box.
by
Identifier of the person who approved the line item. Defaults to the employee ID associated to the user ID that was logged in when the Approval field was set to a non-pending status. This field has a list box. The employee name displays below the by field. This field is optional.
on
Date and time the line item disposition was entered. Defaults to current date. This field is optional.
Sent to vendor
If this field has a check, the line item was sent to the vendor. You can use this information in either reporting or interfaces.
You can select or clear the checkbox manually, or the system will do so under the following circumstances:
If the line item status changes to OPEN, the checkbox is selected.
If the line item type, location, part ID, part suffix, description, other ID, quantity, unit price, and/or discount percent is changed, the checkbox is cleared.
Date and time sent to vendor
Date and time (in MM/DD/YYYY HH:MM format) that the line item was sent to the vendor. This field populates automatically when the Sent to vendor field is checked, but you can change it.
Source type
Type of entity from which this line item originated, if the line item was actioned to this purchase order from a response to RFB/Q/P or other entity.
For example, if the line item originated from a requisition, this field will specify REQUISITION and the Source ID field will specify the requisition ID. If the line item originated from a vendor response to a request for bid/quote/proposal, this field will specify RESPONSE TO RFB/Q/P and the Source ID field will specify the response ID. This field is display only.
Upon processing an ORDER action on the Data -> Parts Activity -> Requests screen, PART REQUEST displays in this field.
Upon generating a purchase order or requisition on the Data -> Enterprise Purchasing -> Replenishment -> Replenishment Management screen, REPLENISHMENT displays in this field.
Upon generating a purchase order on the Data -> Equipment Management -> Planning -> Projects screen, EQUIPMENT PLANNING displays in this field.
Source ID
Identifier of the source item listed in the Source type field. Display only.
Upon processing an ORDER action on the Data -> Parts Activity -> Requests screen, the part request ID on the generated PO or REQ displays in this field.
Upon generating a purchase order or requisition on the Data -> Enterprise Purchasing -> Replenishment -> Replenishment Management screen, the generation batch ID (if one is specified) displays in this field.
Upon generating a purchase order on the Data -> Equipment Management -> Planning -> Projects screen, the project ID displays in this field.
Gross total amt
Total quantity of the line item on order. Equal to quantity multiplied by unit of measure. This field is display only.
Sales tax amt
Total amount of sales tax for the line item. Equal to gross total amount multiplied by sales tax rate. This field is display only.
Discount amt
Discount amount offered by the vendor (perhaps for high volume purchases). This field is display only. Discount amounts are specified on the Data -> Purchasing -> Vendor Contracts -> Parts Prices screen.
Shipping amt
Cost of shipping the item. This field is optional.
Total cost
Calculated total cost of the line item. This field is display only.
Note: Total cost of non-commercial line items = total quantity * net unit price of all items + sales tax + shipping amount - discount amount. Total cost of commercial line items = work order total cost related to that line item.
Default unit price
Default contract unit price for the part. Applies only when adding a STOCK PART line item. This field is display only.
Funding source ID
Identifier of the grant or capital funding source for the purchase order. This field has a list box. Optional.
Note: If your organization does not use the Capital Planning module, the choice-list does not display, and you may use this field however you want.
Funding sources are defined on the Data -> Equipment Management -> Capital Planning -> Funding Sources screen.
Eq planning project ID
Identifier of the equipment planning project. This field has a list box.
External rebuild serial no
External (outside the application) number of the serialized part being rebuilt. Must be blank unless the line item type is EXTERNAL REBUILD or the part ID-suffix is classified as a serialized part. This field has a list box. Required on purchase orders with an OPEN status.
Part classifications are defined on the Data -> Parts Items -> Setup -> Part Classifications screen.
Note: You cannot change the serial number on an OPEN or CLOSED purchase order line item. You cannot reopen an EXTERNAL REBUILD line item.
Comments
Text field in which you can type comments regarding the line item. The maximum field length is 60 characters. This field is optional.
Verified valid part ID
Indicates whether the system has verified the part ID as valid. This field is optional.
If this field has a check, the part ID/part suffix is valid.
If you process an entry with an invalid part ID/part suffix and place a check in this box, the system inserts a valid definition for the new part ID/suffix. The system also sets the Inventory month field on the Stock Mgmt tab of the Data -> Parts Items -> Primary Information screen to NONE and the Unit of measure field on the Data -> Parts Items -> Setup -> Units of Measure screen to the value in the Unit of measure for orders with no vendor/part information available field on the Purchase Orders tab of the Data -> Purchasing -> Setup -> Options screen.
If this field is blank, the part ID/part suffix is not valid. If you leave this field blank and process the entry, the system will not insert a valid definition for the part ID/suffix. Must be blank for EXTERNAL REBUILDS because the part ID and suffix must already exist in the application.
OK from unapproved vendor
If this field has a check, you may override the Require approved vendor for STOCK PART line items field on the Purchase Orders tab of the Data -> Enterprise Purchasing -> Setup -> Purchase Types screen.
External status
External (outside the application) status. The maximum field length is 30 characters. This field is optional.
Ext date
External (outside the application) date when the external status was set. This field is optional.
Ext PO number
External (outside the application) purchase order number. The maximum field length is 30 characters. This field is optional.
Ext line number
External (outside the application) line number. The maximum field length is five characters. This field is optional.
Ext comment
Free-form text field in which you can type comments. The maximum field length is 255 characters. This field is optional.
Ext requisition no
External (outside the application) requisition number. The maximum field length is 30 characters. This field is optional.
Ext requisition status
External (outside the application) requisition status. The maximum field length is 30 characters. This field is optional.
Ext qty
External (outside the application) quantity. The maximum field length is six characters. This field is optional.