IN Line

You can enter purchase order line details when the purchase order header is entered and saved. You can enter details on 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.

Generic Line Details

Line #

This field displays the number of the line you are 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 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 the AP Supplier Maintenance form.

Tax Code

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

Status

This field 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. You can also select the inventory item by entering a description.

Location

This is enabled if locations are in use.

If primary locations:

• Are in use, this uses the hierarchy outlined on the Inventory Location Hierarchies form.
• Are not in use, the location is taken from the PO User Preferences form.

Unit of Measure

The default value is the purchasing unit of measure of the selected item. You can change it to any valid unit for the item.

If unit of measure conversions are defined, Greentree Desktop converts the line's unit of measure to the stocking unit of measure for receiving inventory.

Supplier Part

If the selected item has 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 this field 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 Desktop generates an issue to job transaction, using the transaction type specified on the PO Module Control form.

The cost updated to the job is 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 you are using the Job Cost module, this field 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. You can change it.

Work Centre

If you are using the Job Cost module, this displays and holds a list of work centres for the company. The default value is the activity code's default work centre. You can change it.

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

Stock Status

Click this to activate the Item Inventory Status form. This field displays a summary of item balances.

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 to immediately satisfy customer backorders when inventory is received.

Dimensions

This button is enabled if the 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. You can change it at a line level.

Tax %

This field uses the tax code selected for the line. You can change it only if the option to Allow tax rate/amount change is selected for the code on the Tax Code Maintenance form. The line tax value is calculated based on this percentage.

Expected

When using stock supplier or reorder lead times, Greentree Desktop 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 or reorder lead times, the date defaults to the expected date entered into the purchase order header.

You can 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 on the Supplier Details Maintenance form, the cost is based on a specific supplier, location, currency, or unit combination. If there is no specific cost set up, Greentree Desktop determines the cost of the item using the hierarchy.

Discount

This field calculates to a dollar value using the discount percentage entered in the line. You can change it, in which case the Discount % field recalculates to the percentage of the dollar value entered here.

Tax

Greentree calculates this using the tax percentage. You can enter an amount only if the option to Allow tax rate/amount change is selected for the code on the Tax Code Maintenance form. If you enter an amount, the tax percentage recalculates 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 defaults to the next line added. You can edit the narration at a line level.

Order Line Status

Click this button to display the total ordered, received, invoiced, and cancelled quantities of the line. Totals display 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 to cancel. This option can be selected to view or edit cancellations of the line.

Note: You can't cancel orders or lines if the Purchase Order Preference option Allow cancelling of order lines is not selected.

Save Order Line

If you use the Line Item form to enter purchase order lines, click this button to save the line before entering the next line.

Right Mouse Line Options

When you are positioned on a purchase order line in the table, you can right click to access options specific to the line:

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

Note: You can delete a purchase order line by pressing Shift-F2 or clicking the icon while on the line. You can only do this if the line has not been partially received or invoiced.

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

• Item Maintenance
• Inventory Module Control
• Status Definition Maintenance
• SO-PO Linking
• Purchase Order Dimension Tracking
• JC Transaction Processing for Work Centre Plans