PO Line Item Entry

Menu Path: None

To use PO Line Item Entry, click the Edit Items button in the ribbon in Purchase Order Maintenance.

Purpose

Maintain purchase order line items.

Overview

Use PO Line Item Entry to add, update, and delete line items on a purchase order.

Ribbon Home Tab Buttons

Button	Description
OK	Click this button to close the PO Line Item Entry window.
Show Data	Click this button to refresh data in the Items grid.
Additional Charges	Click this button to display Charge Entry, which allows you to maintain additional charges for the selected line item. The icon for this button includes a check mark if additional charges exist for the selected line item.
Users To Notify	Click this button to display Users To Notify, which allows you to select users to email when the product for the selected line item is received or when containers are created for it. Note If you want to notify people for the entire order, click this button in Purchase Order Maintenance instead.
Style Matrix Entry	Click this button to display PO Style Entry, which allows you to enter products on an order using styles.
Line Item User Defined Fields	Click this button to display Line Item User Defined Fields, which allows you to view and enter data for user-defined fields associated with the selected line item.
Cancel Reason Update	Click this button to display Purchase Order Line Cancellation, which allows you to update the purchase order line cancellation reason code and remark for a selected line item that was cancelled. This button is only available if the selected line item was cancelled and the Audit Amendments check box is selected in Purchasing Control Maintenance.
Cost Matrix	Click this button to display Purchase Order Product Cost Matrix Inquiry, which allows you to view the purchase cost matrix for the selected product. If no cost matrix was created in Purchase Cost Matrix Maintenance for the selected product, when you click this button, a warning message displays to inform you that no cost matrix is defined for the product.
Inventory Matrix	Click this button to view detailed product information in Inventory Matrix Inquiry for the selected product.
Supplier Product	Click this button to display Supplier Product Inquiry, which allows you to view supplier-specific product information for the selected product.
Notes	Click this button to display Notes Entry, which allows you to enter notes for a line item on the order.
Remarks	Click this button to display Remark Entry, which allows you to enter remarks for a line item on the order.

Main Tab Fields and Buttons

Field or Button	Description
Product Code	Enter the product code for the product being ordered, or click the Lookup button to select a product code. You can select a product by code or name. For more information, see Product Code and Name. This field is only enabled if the Temp Product check box is cleared. For temporary products, the product code is TEMP and a sequential number. Note After a line item is entered, you can change the product’s name in the Items grid.
Qty	Enter the order quantity for the product. You may receive warning messages if the order quantity falls above or below quantity increments. For example, if the selected product was set up to be purchased from the supplier in increments of cases of 12, then a warning message appears if you attempt to order a case of 5.
Unit U/M	Enter the unit of measure for the order quantity, or click the Lookup button to select the unit of measure. This field defaults to the purchasing unit of measure for the selected product. Note You cannot update this field for a line item after it is on a container, received, or invoiced. You can also not update this field for a direct-ship release.
Product Name	Enter the product name for the product being ordered, or click the Lookup button to select a product name. You can select a product by code or name. The Lookup button is only enabled if the Temp Product check box is cleared. Note After a line item is entered, you can change the product’s name in the Items grid.
Cost	Enter the cost of the product being ordered. This field defaults to the cost entered in an active cost matrix for the selected product and supplier in Purchase Cost Matrix Maintenance. If no active cost matrix exists for the product, this field defaults to the cost entered in an active cost matrix for the cost class of the product/location and supplier. If no cost matrix has been defined, the cost defaults to the cost for the last purchase order for the selected product and supplier (even if the product was not received), or to zero (based on the selected Default PO Cost option in Purchasing Control Maintenance. Example A new purchase order is created for product A from supplier 123. A cost of $10 is manually entered. The next time a purchase order is created for supplier 123, either the item cost of $10 or $0 is automatically entered after product A is selected.
Enter	Click this button to add the line item to the purchase order.
Temp Product	Select this check box to order a temporary product. If this check box is selected, TEMP #### is entered in the Product Code field, where #### is a number derived from an internal numbering system. You can define the temporary product by entering a product name, and selecting the quantity, unit of measure, and cost. You can also enter a cost adjustment for a temporary product. The Cost Matrix, Inventory Matrix, and Supplier Product buttons in the ribbon are disabled when ordering a temporary product because there is no cost matrix, inventory matrix, or supplier products for the product. Temporary products are generally ordered from temporary suppliers. These are suppliers from which you would not purchase goods that are inventoried.
VAT Taxable	Select this check box if the purchase order line is VAT taxable. This check box is only enabled if the purchase order is VAT taxable. This defaults from the product/location or the purchase order. Note You cannot change this setting after the purchase order is received (or if it is a blanket purchase order, a release is created for it). Note This check box is only available if Show is selected for the VAT Display Level field in Tax Control Maintenance.
VAT-Inclusive Cost	Enter the cost of the product being ordered, including VAT. When you enter a value in this field, the cost in the Cost field is updated automatically. This field defaults to the sum of the cost entered in the Cost field, the cost adjustment entered in the Cost Adj field, and any calculated VAT amount based on the VAT class of the product/location, product, or country. Note This field is only available if Show is selected for the VAT Display Level field in Tax Control Maintenance.
VAT Exempt Reason Code	If the product is not VAT taxable, but is shipping to a VAT-taxable country, enter a VAT exempt reason code to explain why the product is exempt from VAT, or click the Lookup button to select a VAT exempt reason code. For information on setting up VAT exempt reason codes, see VAT Exempt Reason Maintenance. This field defaults from several sources in the following hierarchy: Purchase Order Product/location Product Purchase class Default VAT exempt reason for the country from which the order is shipping Note This field is only available if Show is selected for the VAT Display Level field in Tax Control Maintenance.
Supplier Product Code	Enter the supplier's product code if one exists for the selected product, or click the Lookup button to select a supplier product code. For information on setting up supplier products, see Supplier Product Maintenance.
Cost Adj	Enter a positive or negative adjustment to the cost of the product. A positive amount will increase the extended cost of an item while a negative adjustment will decrease the extended cost of an item.
Adj Type	Select whether the cost adjustment is a percentage of the cost or an amount.
Ship to Location	These fields display the ship-to location prefix and name for the purchase order.
VAT Amount	This field displays the amount of VAT for the product, which is equal to the VAT rate of the product/location multiplied by the sum of the cost and cost adjustment. Note This field is only available if Show is selected for the VAT Display Level field in Tax Control Maintenance.
FOB	Enter an FOB status for the product, or click the Lookup button to select an FOB. For information on setting up FOB's, see Freight On Board Maintenance.
Freight Free	Select this check box if the line item is freight free.
Duty Basis	Enter the duty basis for the selected product if the basis for duty calculations is different than the actual net amount for the product being ordered. For more information, see Implementing Duty Calculations FAQ.
Shipper ID	Enter the shipper ID of the carrier that will deliver the ordered product to the ship-to location, or click the Lookup button to select a shipper ID. For information on setting up shipper ID's, see Shipper Maintenance. Note If you change the shipper in the Shipper ID field on the Main tab in Purchase Order Maintenance, the shipper is changed for all line items on the order.
Project #	Enter the general ledger project number for the line item if one is associated with it, or click the Lookup button to select a project number. Projects are defined in Project Maintenance.
Clear	Click this button to clear the line item being entered.
Delete	Click this button to delete the line item selected in the Items grid. When you click this button, the Question dialog box appear, and asks you to confirm whether you want to delete the line item. This button is not enabled if the purchase order is for a transfer order.
Cancel Line	Click this button to cancel the line item selected in the Items grid. When you cancel a line item, Purchase Order Line Cancellation appears, and allows you to enter a purchase order line cancellation reason code and remark to explain the reason for the cancellation. This button is only available if the Audit Amendments check box is selected in Purchasing Control Maintenance. This button is not enabled if the purchase order is for a transfer order.
Gross Weight	Enter the gross weight for the selected product. For more information, see Weight and Volume Calculations on Purchase Orders FAQ.
Net Weight	This field displays the net weight of the selected product. Enter the weight unit of measure for the selected product. These fields default to the net weight and net weight unit of measure based on the weight calculation hierarchy. For more information, see Weight and Volume Calculations on Purchase Orders FAQ.
Volume	Enter the volume and volume unit of measure for the selected product. These fields default to the volume and volume unit of measure based on the volume calculation hierarchy. For more information, see Weight and Volume Calculations on Purchase Orders FAQ.
Display Cancelled Lines	Select this check box to display cancelled purchase order line items in the Items grid. This check box is only available if the Audit Amendments check box is selected in Purchasing Control Maintenance.
Items	This grid displays all the items selected for an order. Many columns in this grid can be edited. For more information on this grid, see PO Line Item Entry Items Grid Columns. Double-click a line item to display information for it in the top of the Main tab and on the Product Information tab.
Gross Weight	This field displays the accumulated gross weight for line items on the order.
Net Weight	This field displays the accumulated net weight for line items on the order.
Volume	This field displays the accumulated volume for line items on the order.
Item Total	This field displays the total extended cost of line items.
VAT Total for Items	This field displays the total VAT amount of line items. Note This field is only available if Show is selected for the VAT Display Level field in Tax Control Maintenance.
Item Total W/VAT	This field displays the total amount of the line items, including any VAT amounts. Note This field is only available if Show is selected for the VAT Display Level field in Tax Control Maintenance.
Item Charges	This field displays the total amount of line item additional charges. For more information on additional charges, see Purchase Additional Charge Maintenance.
Total Item Chrg VAT	This field displays the total VAT amount for line item additional charges. Note This field is only available if Show is selected for the VAT Display Level field in Tax Control Maintenance.
Item Charges W/VAT	This field displays the total amount of line item additional charges, including any VAT amounts. Note This field is only available if Show is selected for the VAT Display Level field in Tax Control Maintenance.
Order Charges	This field displays the total amount of order-level additional charges for the purchase order. These charges are entered on the Additional Charges tab in Purchase Order Maintenance.
Total Order Chrg VAT	This field displays the total VAT amount of order-level additional charges for the purchase order. Note This field is only available if Show is selected for the VAT Display Level field in Tax Control Maintenance.
Order Charges W/VAT	This field displays the total amount of order-level additional charges for the purchase order, including VAT amounts. Note This field is only available if Show is selected for the VAT Display Level field in Tax Control Maintenance.
VAT Total	This field displays the total VAT amount for the purchase order, which is the sum of the VAT Total for Items, Total Item Chrg VAT, and Total Order Chrg VAT fields. Note This field is only available if Show is selected for the VAT Display Level field in Tax Control Maintenance.
Grand Total	This field displays the grand total for the order, which is equal to the values in the Item Total W/VAT, Item Charges W/VAT, and Order Charges W/VAT fields.

Product Information Tab Fields and Buttons

Field or Button	Description
Extended Cost	This field displays the extended cost for the selected product.
Qty On Order	This field displays the quantity on order for the selected product.
Required Date	Enter the required date for the selected product, or click the drop-down arrow to select a date. This date defaults to the current date.
Image File 1	Click this button to view the first image associated with the selected product (if it exists). You can enter the label for this button in the Product Image Label 1 field in Warehouse Management Control Maintenance.
Charges	This field displays additional charges for the selected product.
Qty On Hand	This field displays the quantity on hand for the selected product.
Ship Date	Enter the ship date for the selected product, or click the drop-down arrow to select a date. This date defaults to the current date.
Image File 2	Click this button to view the second image associated with the selected product (if it exists). You can enter the label for this button in the Product Image Label 2 field in Warehouse Management Control Maintenance.
Last Qty	This field displays the last quantity ordered for the selected product.
Qty Available	This field displays the quantity available for the selected product.
Delivery Date	Enter the delivery date for the selected product, or click the drop-down arrow to select a date. This date defaults to the current date.
Image File 3	Click this button to view the third image associated with the selected product (if it exists). You can enter the label for this button in the Product Image Label 3 field in Warehouse Management Control Maintenance.
Last Cost	This field displays the last cost for the selected product.
Qty Pending	This field displays the pending quantity for the selected product.
Receipt Complete	This check box is selected if the product was completely received.
Cost Source	This field displays the source of the cost for the selected product.
Qty Allocated	This field displays the quantity allocated for the selected product.
Invoice Complete	This check box is selected if the invoice was completed for the selected product.
Category	This field displays the product category for the selected product.
Qty not Avail	This field displays the unavailable quantity for the selected product.
Lead Time	This field displays the lead time for the selected product.
Qty Back Ordered	This field displays the quantity backordered for the selected product.
Qty Received	This field displays the quantity received for the selected product.
Qty Invoiced	This field displays the quantity invoiced for the selected product.