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Line Items

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The Line Items tab for order management enables you to update or delete line items on a purchase order.

• Tip: To limit the display of information in the grid and maximize performance, use the filter. You can sort on purchase order ID, date ordered/closed, vendor ID, vendor invoice number, currency ID, part ID, and external PO number, among other values. To arrange the order in which the purchase order IDs are listed, use the sort button. If you do not specify a sort sequence, the purchase order IDs are listed in descending order.

If the Manage parts ordering and Economic Order Quantity (EOQ) values field on the General tab of the Data -> Parts Items -> Setup -> Options screen specifies BY LOCATION, the Parts Order Management screen supports location level access control, so you must belong to a user group with the applicable authorizations to make changes or updates.

Detail View Header

The field in the top section of this tab defines the data that displays.

Purchase order ID

Identifier of the purchase order. This field has a list box of purchase order IDs in descending order.

Detail View

Data fields in the bottom section of the tab list the line items on the purchase order. Unless otherwise indicated, these fields are required.

Delete

To delete the entries in the fields to the right, place a check in this field and click Save. Line items marked as deleted may not be reopened or updated. When you delete a line item, any remaining quantity on order for the part is decremented.

When a purchase order line item is deleted, the action taken depends on whether there is a check in the Retain previous versions of purchase order information field on the Purchase Orders tab of the Data -> Purchasing -> Setup -> Options screen:

• Check: The current version identifier on the latest version of the line item is set to NO, a line deleted flag is set for the line item, and all notes and related work order information for the line item are retained. To view the previous versions, use the Query/Report Generator. You also can use Web Modules Reporting or any other reporting tool sold separately (such as Microsoft Access) that can attach to the database. See the related documentation for these products.

• Blank: All versions of the line item are deleted as well as all notes and related work order information.

Line number

Line number on the purchase order to which information in the fields to the right pertains. If the Maximum number of line items on a purchase order field on the Purchase Orders tab of the Data -> Purchasing -> Setup -> Options screen contains a value greater than zero, you cannot add more line items to a single purchase order than the value specified in that field.

Status

Status of the purchase order line item. This field has a list box:

• OPEN

• CLOSED

• Note: To delete a purchase order, or to have a purchase order closed during End of Month processing, all line items on the purchase order must have a status of CLOSED. When you perform end-of-period processing (from the System Mgmt -> End of Period screen) with a check in the Purge obsolete database entries field, all purchase orders on which every line item has a status of CLOSED and a date closed on the Basic Info tab that is older than the specified retention period (even if the Basic Info tab indicates an order status of OPEN) are deleted.

Retention information for functional areas is specified on the Retention Levels tab of the System Mgmt -> Setup -> Table Management screen.

• Tip: Of the following fields that are editable, you may update a field only if the line item's status is OPEN.

Part ID

Identifier of the part. The ID is associated with the part suffix. This field has a list box.

• Note: The part ID choice list is divided into two sections: all parts at the location, restricted to the first characters entered prior to accessing the list; -----ALL PARTS----- (dividing line); and all parts, restricted to the first characters entered prior to accessing the list. If you manage parts CENTRALLY or BY ENTERPRISE, no parts are listed above the -----ALL PARTS----- divider.

If you enter a valid cross-reference entry for the part ID/suffix, it is automatically converted to the appropriate part ID/suffix. If more than one valid part ID/suffix is associated with the cross-reference part ID, a list of valid part ID/suffix/short descriptions display from which to select.

• Tip: If you enter a part ID/suffix combination that is not defined (invalid), a message alerts you. You can change the part ID/suffix entry to either a valid part ID or a different undefined value, or you can continue processing the entered value. If you continue processing after you receive the error message one or more times, a valid definition is inserted for the new part ID/suffix.

Part suffix

Number associated with the part in the Part ID field, which distinguishes it from other parts with the same part ID.

• Note: If part status tracking is enabled (i.e., there is a check in the Enable part status tracking field on the Part Status Tracking tab of the Data -> Parts Items -> Setup -> Options screen), you can neither create a PO for nor add to an existing PO a request for parts with either a CORE-AWAITING WARRANTY or SCRAPPED suffix.

Product category ID

Identifier of the product category that applies to this part. Displays automatically when you enter an existing part ID and part suffix for ordering. Display only.

Product categories are defined on the Data -> Parts Items -> Setup -> Product Categories screen.

Version number

Version number of this purchase order. This field is display only.

• Note: If there is a check in the Retain previous versions of purchase order information field on the Purchase Orders tab of the Data -> Purchasing -> Setup -> Options screen when you process information on this screen in Update mode, old versions of the purchase order are retained during the update. Retention information for functional areas is specified on the Retention Levels tab of the System Mgmt -> Setup -> Table Management screen.

Quantity ordered

Total number of units of the part ordered for this line item (in terms of the order unit of measure). Must be greater than 0. Must be 1 for serialized parts.

• Tip: If you are entering a new part through ordering and would like the product category to default to the one specified on the General tab of the Data -> Purchasing -> Setup -> Options screen, enter the order quantity before you enter either the product category or the part ID. The product category will default, and if it is set up for automatic part numbering, the part ID will also default. Automatic part numbering is specified on the Data -> Parts Items -> Setup -> Product Categories screen.

• Note: Although you may not change the quantity ordered on a CLOSED line item, you may receive more quantity than was ordered on an OPEN line item.

Quantity received

Total number of units of the part received for this line item (in terms of the order unit of measure). This field is display only.

Price type

Price type that describes the current order unit price. This field has a list box:

• FREE OF CHARGE: The order price vendor’s currency must be zero or greater.

• AGREED: The order price vendor’s currency must be greater than zero.

• EXCHANGE: The order price vendor’s currency must be greater than zero.

• LIST: The order price vendor’s currency must be greater than zero.

• TO BE ADVISED AND AGREED: The order price vendor’s currency must be zero or greater.

The price type displays in the Price type field on the Receipts tab of the Data -> Parts Activity -> Receipts screen. (Price types are defined on the Data -> Purchasing -> Setup -> Price Types screen.)

Order date

Date the purchase order for the part was placed. This date is taken into consideration when the expected delivery date and time are calculated.

Required date

Date by which the part must be received. When you enter a new line item, this field defaults to the current date, but you change it to any date greater than the current date.

Expected delivery date and time

Date and time the organization expects to receive the part. When you add new line items on either this tab or the Data -> Purchasing -> Quick Orders, Parts Orders, or Reordering screens, this value is calculated based on the order date, vendor lead time (days), internal transit time in days, and normal time of day for parts deliveries and displays the result in this field[. You can change it.

• Vendor lead time (days) is specified on the Basic Info tab of the Data -> Purchasing -> Vendor/Part Information screen. Internal transit time in days and the normal time of day for part order deliveries are defined on the Purchasing Info tab of the Data ->  Setup -> Organization Structure -> Vendors -> Primary Information screen.

Vendor contract ID

Identifier of the vendor contract for the part. This field has a list box of open contracts with the vendor ID specified on the Basic Info tab. Required if the Quick Orders tab of the Data -> Purchasing -> Setup -> Options screen has a check in the Quick orders require vendor contract ID for vendor field; otherwise, optional.

• Note: The list is limited to contract IDs that are current, valid for the vendor on the transaction, and have money remaining on the contract.

When you use the unit price from the Data -> Purchasing -> Vendor Contracts -> Part Prices screen to generate purchase orders from the Data -> Purchasing -> Reordering or Part Orders screens, this field displays the vendor contract ID associated with the price, but you can change it. Additionally, the total value of the line item is added to the Amount used field on the Basic Info tab of the Data -> Purchasing -> Vendor Contracts -> Contracts screen.

Order price user currency

Order price for the line item, per unit, in the base currency. This field is display only. Base currency is specified in the Base currency ID field on the Currency/Sales Tax Setup tab of the Data -> Setup -> Options screen.

Order price vendors currency

Gross current order unit price of the part, in the vendor's currency. (The vendor’s currency ID is specified on the Purchasing Info tab of the Data ->  Setup -> Organization Structure -> Vendors -> Primary Information screen.) The value that displays depends on whether the vendor is contracted to supply the part for a specific price. Display only.

• If this value is zero, the price type must be either FREE OF CHARGE or TO BE ADVISED AND AGREED.

• Contract: Unit price for the part ID/suffix (from the Data -> Purchasing -> Vendor Contracts -> Parts Prices screen, if specified). There must be an ID in the Vendor contract ID field.

• No contract: The following fields are searched, in order, and the first price found is displayed.

• Current order unit price (from the Basic Info tab of the Data -> Purchasing -> Vendor/Part Information screen). You must specify the vendor ID on the Basic Info tab of this screen. The price must not have expired.

• Last receipt price, dependent on the value in the Manage parts ordering and Economic Order Quantity (EOQ) values field on the General tab of the Data -> Parts Items -> Setup -> Options screen:

• CENTRALLY:  From the Purchasing Info tab of the Data -> Parts Items -> Primary Information screen

• BY LOCATION:  From the Purchasing Info tab of the Data -> Parts Items -> Location Information screen

• Last purchase order unit price, dependent on the value in the Manage parts ordering and Economic Order Quantity (EOQ) values field on the General tab of the Data -> Parts Items -> Setup -> Options screen:

• CENTRALLY:  From the Purchasing Info tab of the Data -> Parts Items -> Primary Information screen

• BY LOCATION:  From the Purchasing Info tab of the Data -> Parts Items -> Location Information screen

If there was a previous order price for the part and the current order price differs from it by more than the percentage specified in the Maximum order price deviation percentage field on the Messaging tab of the Data -> Parts Items -> Setup -> Options screen and there is a check in the Message when part order price is out of range from previous order price field on that tab, a message displays the previous order price and the acceptable range for the current order price.

Discount percentage

Discount percentage the vendor offers on the part. This field is display only.

Surcharge percentage

Surcharge percentage applicable to part orders from this vendor. This field is display only.

Net price user currency

Net price of the line item in the logged-on user's currency. This field is display only. User currency IDs are defined on the Basic Info tab of the System Mgmt -> Setup -> Access Rights -> Users screen.

Net price vendors currency

Net price of the line item in the vendor’s currency. This field is display only.

Order unit of measure

Unit of measure in which the line item is ordered. This field is display only.

Issue unit of measure

Unit of measure in which the part will be issued. This field is display only.

Purchase/issue factor

Ratio between the order unit of measure and the receipt/issue unit of measure. This field is display only.

If the factor is 12, every order quantity of 1 consists of 12 units of the part. For example, you might order 1 box of switches and the vendor might pack 12 switches to a box, charging $12 for each box. The purchase/issue factor is specified on the Basic Info tab of the Data -> Purchasing -> Vendor/Part Information screen.

• Note: The cost is spread equally across all units. For example, if a part with an issue factor of 12 has a value of $12.00, the unit price is based on an average unit price of $1.00.

Vendor invoice

Vendor's invoice number for the line item. You can update information in this field even if the line item is CLOSED (indicated in the Status field) and the purchase order is CLOSED (indicated by the Order status field on the Basic Info tab). This field is optional.

Sales tax rate

If the Currency/Sales Tax Setup tab on the Data -> Setup -> Options screen specifies that sales tax be computed by vendor, this is the sales tax rate (as a percentage) for the vendor of the line item. This field is display only.

Account ID

Identifier of the account to charge for the part purchase, if a work order is not charged. This field has a list box. The default is the value specified on the Purchase Orders tab of the Data -> Purchasing -> Setup -> Options screen.

• The account ID must have a status of ACTIVE.

• Account IDs and their statuses are defined on the Basic Info tab of the Data -> Setup -> Organization Structure -> Accounts -> Primary Information screen. If the Assign to purchase orders checkbox on that tab is blank for an account, that account may not be used when you update a purchase order on this screen. The Account ID field on the Edit Criteria - General tab of the Data -> Setup -> Options screen specifies whether this field is required, optional, or not required.

Part short description

Short description of the part, specific enough to identify it. You may update this field only if the line item status (indicated on this tab) is OPEN.

• If the part ID is valid (defined in the system), this field displays the short description from the Basic Info tab of the Data -> Parts Items -> Primary Information screen.

• If the part ID is not valid (not defined in the system), you must type a short description of the part. When you process information from this screen, a definition is inserted for the part ID.

Preferred vendor ID

Valid identifier of the vendor for the part order. Display only. The vendor name displays to the right of the ID. (Vendors are defined on the Data ->  Setup -> Organization Structure -> Vendors -> Primary Information screen.)

All line items under an order must have the same vendor ID, and you cannot change the vendor ID once you create the order. To change the vendor ID, you must close all line items on the order, delete the order, and re-create it for the correct vendor.

Verified valid part ID

Indicates whether the part ID has been verified as valid.

• 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, a valid definition is inserted for the new part ID/suffix. In addition, the Inventory month field on the Stock Mgmt tab of the Data -> Parts Items -> Primary Information screen is set to NONE and the Unit of measure field on the Data -> Parts Items -> Setup -> Units of Measure screen is set 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, a valid definition is not inserted for the part ID/suffix.

External status

Free-form text field in which you can specify the external (outside of the system) status. The maximum field length is 30 characters.

Ext qty

External (outside of the system) quantity of the parts. The maximum field length is six characters.

Ext date

External (outside of the system) date in MM/DD/YYYY format.

Ext PO number

External (outside of the system) purchase order number. The maximum field length is 30 characters.

Ext line number

External (outside of the system) line number for the PO. The maximum field length is five characters.

Ext requisition no

External (outside of the system) requisition number. The maximum field length is 30 characters.

Ext requisition status

External (outside of the system) status of the requisition. The maximum field length is 30 characters.

Comment

Free-form text field in which you can type comments regarding the parts order.

Request ID

System-assigned identifier for purchase orders that originated from a part request. Display only. This field includes a Zoom button to the Data -> Parts Activity -> Requests screen, which enables you to display and issue requests for parts that are in stock but not immediately accessible (i.e., at another location or stored in a closed parts room).