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Line Items

All order lines selected using the Select Orders form display in the line item table and you can edit them. The first column of the table displays the purchase order and line number. Details of the selected line are read only on the form.

Each additional charge of the line displays in the table on the form, and the Old Value represents the current value of the charge. To update the value, enter an amount in the New Value field and click OK to update.

Note: Additional charges are always applied exclusive of tax regardless of the supplier's tax type.

Options Reference

Each option and field on the form is described below. Mandatory options and fields are highlighted in red.

Order No

This field displays the purchase order number of the selected line in the table. To search for a specific order or lines within a shipment, you can enter or search for an order number here, and be positioned to that order or lines in the table.

You can also use the Line No field to enter a purchase order line number to position to a specific line within an order.

Line Type

This field displays the line type of the selected order line.

Line Header Details

This section displays header detail relating to the line that is selected in the table. The information is read only, and is different depending on the line type:

GL Line

The Company, GL Account and Description, Short Code, Subcode (if applicable), Quantity Account indicator, and Unit Description display.

NS Line

The Non-Stock Code and Description, GL Account, Subcode, Quantity Account indicator, and Unit Description display.

IN Line

The Inventory Code and Description (and supplier's code if the item has one assigned on the IN Supplier Details form), Location, and Unit of Measure display. If the item is serial/lot controlled and/or dimension controlled, additional buttons become available for selection, enabling you to view or edit detail as applicable.

FA Line

The Purchase Order Reference, Asset Code and Description, Analysis Group, and Subcode display.

JC Line

The Job Code and Description, Activity Code and Description, Work Centre and Description, and GL Account display.

Cancel Line

If the PO User Preferences option Allow cancelling or order lines is selected, you can cancel all or part of the outstanding quantity associated with the line.

Note: You can also right-click while on a line in the table to access a Cancel Line option. When the cancellation option is selected, the Cancel Order Line form displays.

Select a cancel reason from the list. You can select multiple cancel reasons, and assign a part quantity to each reason.

The total line quantity defaults to the Quantity Cancelled field, but you can change it to a lesser amount if you are not cancelling the entire line. When this form is saved, the quantity cancelled of the line updates, and the quantity outstanding reduces by the same value.

Until the order is fully received or invoiced, you can edit the cancelled quantity for a line by using this cancellation feature.

Shipment Line Details

Ordered

This field displays the order date of the selected line.

Status

This field displays the line status of the selected line.

Supplier

This field displays the supplier description of the selected line.

Qty Exp'd

If the PO User Preferences option Default Shipment Expected Quantity to Zero is not selected, this field displays the line's outstanding quantity. If the option is selected, the quantity defaults to zero, and must be updated to a quantity greater than zero before a receipt transaction can be processed for the line.

You can edit this field before saving or receiving the shipment.

Cost (Tax Excl)

This field displays the tax exclusive cost of the line. You can edit this field before saving or receiving the shipment.

Line Total (FC)

This field displays the line total, represented in the currency associated with the supplier.

Expected Date

This field displays the expected date of the selected line.

Line Total (LC)

This field displays the line total, represented in the company's base currency.

Overheads (LC)

This field displays the total value of overheads applicable to the line, which is relevant for inventory lines only. It is calculated in the company's base currency.

Add'l Charges (LC)

This field displays the total value of additional charges applicable to the line. It is calculated in the company's base currency. Charges are always applied exclusive of tax regardless of the supplier's tax type.

You can edit this field before saving or receiving the shipment.

Duty (LC)

This field displays the total value of duty for the line. It is calculated in the company's base currency.

Landed Cost (LC)

This is the sum of Line Total + Overheads + Additional Charges + Duty. It represents the total cost for importing the quantity for the line.

Narration

The default value is the narration of the purchase order line, but you can change it in the table. You can edit this field before saving or receiving the shipment.

Qty Ord

The line's original order quantity.

Value Ord

The value of the original order quantity.

Qty Outstanding

The original order quantity, less any quantity already received or cancelled.

Select

Indicates which order lines to include when creating a receipt.

When you create a receipt, Greentree:

Only creates a receipt for lines if Select on the Line Items tab is selected.
Calculates additional charges are across all lines if Select is selected on the Select Orders tab, even if the line is not receipted.
Does not update the item costs for the unreceipted lines. The item costs for the unreceipted lines are updated when they are receipted.
Does not allow additional charges to be added to the shipment once an initial receipt is made.
Does not allow existing additional charges to be changed.
Disables the Select Orders tab.
Makes the Additional Charges and Import Costing tabs read only.

Once the expected quantities for lines in the shipment have been updated to reflect the quantities you expect to receive, you can save the shipment, or process receipts from the Shipment form.

Note: If items in the shipment are subject to overhead charges, these is calculated and updated to the Overheads (LC) value.