IN Line

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You can enter purchase order line details when the purchase order header is entered and saved. You can enter details into the line item form, or into the table.

Inventory Line Items

You can only enter lines for inventory items that have a status of active or active, do not allow sales. You cannot select items that are inactive, or have a status of active, do not allow purchases.

Generic Line Details

Line #

This displays the line number of the line you are currently entering, viewing, or editing. If a purchase order has a large number of lines, you can enter a line number in this field and click Go to move directly to the line number.

Go

See above.

Line Type

Select Inventory to enter an inventory line.

Tax Type

This indicates whether line totals displays inclusive or exclusive of tax. The default comes from AP Supplier Maintenance.

Tax Code

The default value is the purchase order line using the tax code hierarchy.

Status

This displays the status of the selected line in read-only format.

Inventory Item Detail

Code

Enter or select the inventory item for the purchase order line.

Description

The default value is the item description when the code is entered. Alternatively, you can select the inventory item by entering a description (in which case, the code defaults).

Location

This is only available if locations are in use. If primary locations are in use, this uses the hierarchy outlined in Inventory Location Hierarchies. If primary locations are not in use, the location is taken from PO User Preferences.

Unit of Measure

The default value is the purchasing unit of measure of the selected item, though you can change it to any valid unit for the item. Where unit of measure conversions are defined, Greentree converts the line's unit of measure to the stocking unit of measure for receiving inventory.

Supplier Part

If the selected item has IN Supplier Details assigned, the supplier's part number displays here, using the line parameters.

Allocated to Job

This field is enabled if you are using the Job Cost module. Use it to order an item for a specific job, by assigning a job code to the line here. When the purchase order line is received, Greentree generates an issue to job transaction, using the transaction type specified in PO Module Control.

The cost updated to the job will be either the item's system cost, or the receipt cost, depending on the Purchase Orders Module Control option Update receipt cost for JC linked items.

Activity Code

If Job Cost is used, this displays and holds a list of Activity Codes that belong to the Activity Group of the selected Job. The default value is the Job Activity Code on the selected Inventory item, unless it does not belong to the job's Activity Group, but you can change it.

Work Centre

If Job Cost is used, this displays and holds a list of Work Centres for the company. The default value is the Default Work Centre of the Activity Code, but you can change it.

If Advanced Job Cost Work Centre Plans are used, then the Activity Code and Work Centre selections need to comply with the Job's plan settings.

Stock Status

Click this to activate the Item Inventory Status form. This displays a summary of item balances and is presented in the same format as the information displayed on the Inventory Item Maintenance Main form.

SO PO Link

This button is enabled if the SO-PO Linking module is in use and the function is enabled for purchase order entry. Click this button to link purchase orders with sales orders so that customer backorders can be satisfied immediately when inventory is received.

Dimensions

This button is enabled only if inventory dimension function is in use, and the line item is dimension-controlled. Click the button to assign, view or edit dimension details of the inventory item.

Line Details

Qty Ord

Enter the quantity to order of the selected inventory item, based on the unit of measure assigned to the line.

Disc%

This is taken from the discount percentage in the purchase order header, however you can change it at a line level.

Tax %

This displays using the tax code selected for the line, although you can change it only if the option to Allow tax rate/amount change is selected for the code in Tax Code Maintenance. The line tax value is calculated based on this percentage.

If the tax value is overridden, this percentage updates

Expected

When using Stock Supplier/Reorder lead times, Greentree calculates the Expected Date on the inventory line as:

• The document date + supplier detail lead time (rounded up if there are decimals);
• The document date + reordering detail lead time;
• Document header expected date.

If not using Stock Supplier/Reorder lead times, the date defaults to the expected date entered into the purchase order header.

You an change the date at a line level.

Price

This is the cost for purchasing the inventory item. If there is a quoted cost set up for the item in IN Supplier Details, the cost is based on a specific supplier/location/currency/unit combination. If there is no specific cost set up, Greentree determines the cost of the item using the hierarchy outlined in IN Cost Hierarchy.

Discount

This field will calculate to a dollar value using the discount percentage entered in the line. It may be overridden, in which case the discount % field will recalculate to the percentage of the dollar value entered here.

Tax

Greentree calculates this using the tax percentage, although a manual amount can be entered as an change only if the option to Allow tax rate/amount change is selected for the code in Tax Code Maintenance. If this occurs, the tax percentage will recalculate using the tax value entered here.

Line Total

This a read-only field representing the total value of the line (inclusive or exclusive of tax, depending on the tax type).

Narration

Enter a narration for the line. The supplier's name defaults to the first line if the Purchase Order User Preference option Default header and line narration on order is selected.

If the narration for a line is edited, this is what defaults to the next line added, however they can be edited at a line level any time.

Order Line Status

Click this button to display the total ordered, received, invoiced, and cancelled quantities of the specific line. Totals are displayed as both quantity and dollar values.

Cancel Order Line

Click this button to cancel all or part of a purchase order line. The Cancel Order Line form displays and you must select a reason code for the cancellation, and the quantity you want to cancel. This option can be selected at any time to view or edit (where allowable) cancellations of the line.

Save Order Line

If you use the Line Item form to enter purchase order lines, rather than entering them directly into the table, you must use this button to save the line before entering the next line.

Right Mouse Line Options

When you are positioned on a purchase order line within the table (position in Type field), you can right-click the mouse to access options specific to the line:

• Cancel Line Item - This accesses the same cancellation feature outlined above.
• SO PO Link - This option provides access to the same information as the SO PO Link button on the line item tab.
• Line Status - This option provides access to the same information as the Order Line Status button on the line item tab.
• Stock Item Status - This option provides access to the same function accessible using the Stock Item Status button on the line item tab.

Next Steps

You can receive purchase order lines using these functions:

• Purchase Order Receipt Entry
• Shipment Entry (if Import Costing is in use)
• AP Invoice Entry

• IN Item Maintenance
• IN Control
• Status Definition Maintenance
• Inventory Module Control
• GL Posting Hierarchies - PO Receipt
• SO-PO Linking
• PO-Dimensions
• JC Transaction Processing for WCP

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