Add and Update Line Items

The Line Items tab lists all Line Items associated with a purchase order.  This tab is only available in Edit mode. Line items come from the Materials module.  

Add Line Items

1. Open a purchase order in Edit mode, either by creating and saving a new PO, or by going to Purchasing > Purchasing > Edit and typing in the number of the purchase order to which you want to add a line item. 

   You can also go to Purchasing > Purchasing > Query, and search for the purchase order, if you don't know the Purchase Order Number. 

2. Click the PO's Line Items tab.

   Any line items currently associated with the purchase order will be listed in the grid.

3. Click the New Line Item button.

   The Line Item pop-up window opens.

4. In the Item field, enter the Material Number for the item you want to order.  

   You can use the Lookup button to retrieve this information via the Material Query screen.

5. In the Quantity field, enter the number of the items you need.

   For purchase orders generated from requisitions, the Quantity (expressed in Order Units of Measure) is entered by TMS. 

6. The Unit Cost field is filled in from the material record.

   If necessary, modify the cost for this purchase order. This is the price quoted by the vendor (expressed in Cost Units of Measure) in the vendor's currency.

7. Select a Unit of Measure from the drop-down menu.

8. In the Issue To field, select to where you want to issue the line item.  

   You can choose Account, Asset, Resource, Warehouse, or Work Order.

9. Depending upon your selection the previous step, select or enter the appropriate account, asset, resource, warehouse, or work order as the Issue To destination.

10. Click Save.  Or, click Another to save this line item and add additional line items.

The steps above describe the minimal amount of information you need (required fields only) to add a line item to a purchase order.  You can complete as many of the non-required fields as you need. See below for full descriptions of each of the non-required fields.

New Line Item Non-required Field Definitions

Tax Code	This is the tax rate, set up in Setup > Vendors > Codes,  used for when you create purchase orders. The Pennsylvania Tax Rate is .06.
Tax	This is the vendor tax rate calculated on the purchase order.
Date Needed	This is the date by which the materials on the purchase order must be received.
Terms	This is the vendor's terms for purchases (For example, Net 30).
FOB (Free on Board)	This term refers to the point at which the title to goods transfers.  It does not relate to freight charges.
Freight	This drop-down menu denotes who is responsible for paying the freight for the orders.
Catalog Number	This field contains an alternative identification for the item. This number is usually the catalog number used when ordering the item.
Min Order	This is the minimum amount of the material you can order.  This field is populated when you enter the Item Number.
Rec to Date	The Received To Date field, expressed in Order Units of Measure, is completed by TMS as materials are received.  This can't be changed by the user.  This information allows the purchasing resource to review the status of materials on purchase orders.
Closed	Closes each line item individually. This check box indicates whether the line item has been received or, if unchecked, indicates item on back order.
Notes (Notes Tab)	This is a text field where internal comments, remarks, or notes about this line item can be entered.

Update Line Items

There are two ways to update line items on your purchase order: clicking the Edit button next to a line item and manually updating the line item, or issue a Change Order. The first method works only until the PO enters a status of Issued.

Once the PO has entered a status of Issued, you can view a line item by clicking the Edit button next to it, but you cannot save your changes. In this instance, you need to issue a change order.

To edit line items when the purchase order is not in a status of Issued, follow these steps. For information on creating a change order, see the Editing Line Items Via a Change Order topic.

1. Open a purchase order in Edit mode, either by creating and saving a new PO, or by going to Purchasing > Purchasing > Edit and typing in the number of the purchase order to which you want to add a line item.

   You can also go to Purchasing > Purchasing > Query, and search for the purchase order, if you don't know the Purchase Order Number

2. Click the PO's Line Items tab. Any line items currently associated with the purchase order will be listed in the grid.

3. Click the Edit button (it looks like a pencil) next to the line item you want to edit. Or, click the Delete button (it looks like a red X) next to any items you want to delete.

4. Make any necessary changes to the line item you are editing.

5. Click Save when you are done editing the line item.

6. Repeat this process as many times as is necessary.

7. Save the purchase order when you're done.