Line Items Tab of the Purchase Orders Form

Use the Line Items tab to enter and edit the line items that make up a purchase order or change order.

Before you can submit a purchase order, it must have at least one line item in the grid ion this tab.

To use a change order, you enter a new row of data to change the original data in a purchase order. You cannot edit the data in the original purchase order. This process keeps an audit trail of all of the changes that are made to a purchase order.

When the Inventory feature is enabled, this grid displays additional fields.

Contents

Line Items Grid

Field

Description

Drop-down

Click the drop-down arrow on a grid header to complete any of the following actions: To print grid data, click Print. On the Print Preview form, click File > Print to send the grid data to your default printer. To export grid data to an Excel spreadsheet, click Export to Excel. When Microsoft Excel opens, use its features to modify, print, or email the grid data, or to save the spreadsheet file locally. To turn on grouping for a grid, click Enable Grouping. When a field displays with the instruction: "Drag a column header here to group by that column," drag and drop column headers into the field, in the sequence that you want them to display.

Line Items Grid Toolbar Options

Field	Description
View Detail	Click this option to open the Purchase Order Line Detail dialog box and change or view other information for the purchase order and line item. The dialog box contains information entered on other tabs of the Purchase Orders form. (Another way to open this dialog box is to select a row in the grid, and double-click the first cell in the row. It is the cell before the first field in the grid.)
Insert	Click this option to add a new line item for a purchase order. You cannot insert line items for approved or final printed purchase orders. Use a change order to modify approved or final printed purchase orders.
Copy	Click the row to copy, then click this option to copy it.
Delete	To delete a line item for an in-progress purchase order, select the line item in the grid and click this option. The item is immediately deleted from the grid. For audit trail purposes, you cannot delete line items for purchase orders that are final printed or approved. As an alternative, copy a row and then change the quantity and net amount in the new row to be negative.

Line Items Grid Fields

Field	Description
C/O	If a line item is for a change order, this field displays the change order number for the line item after you save the change order. Change order numbers are assigned automatically, starting with number 1 for the first change order entered, number 2 for the next change order entered, and so on. This field is blank for purchase order line items.
Seq	This field prefills with the sequence number of a line item in a purchase order or change order. For example, when you enter a purchase order, the Seq field prefills with 1 for the first line item that you enter, 2 for the second line item that you enter, and so on. Likewise, when you enter a change order, the Seq field prefills with 1 for the first line item of the change order, 2 for the second line item of the change order, and so on. On the change order that you print, the change order number and sequence number display in the Seq column using the following format: C/O <change order number> - <seq number>. Example: Change order number 1 has two change order line items. When you print the change order: The Seq column for the first line item displays C/O 1 - 1. The Seq column for the second line item displays C/O 1 - 2.
Item	Select an item from the Items lookup to add to the purchase order. The items available on the lookup are set up on the Items Master form in Settings > Purchasing & Inventory > Items Master. If you enter an item that is not already set up, and the Items check box is selected in the Automatic Add section on the General tab of the Purchasing & Inventory Company Settings form (Settings > Purchasing & Inventory > Company Settings), you receive a message that asks if you want to add the item. If you click Yes, the Items Master <New Item> dialog box opens. The new item that you add on the dialog box is added as a new item in Settings.
Description	This column displays the item's description.
Category	This field displays the item's category. If the Modify Default Item Category check box is selected in the Miscellaneous section of the General tab of the Purchasing & Inventory Company Settings form, you can change the category for the item that you entered in the grid. This changes the category only for the line item in the purchase order, not the category that is set up for the item in Settings > Purchasing & Inventory > Items Master. When you final print a purchase order, if the purchase order has only one project assigned to it: An equipment item is automatically generated in the Equipment Plural hub in the desktop application for any purchase order line item with a category whose type is Equipment. An asset item is automatically generated in the Equipment Plural hub in the desktop application for any purchase order line item with a category whose type is Capital Items, only if the Purchase Order check box is selected in the Asset Item Source section on the General tab of the Asset Configuration form (Settings > Asset Management). You set up system-wide item categories and specify a type for them on the Item Categories tab of the Purchasing & Inventory System Settings form in Settings > Purchasing & Inventory > General System. You specify item categories for a company on the Item Categories tab of the Purchasing & Inventory Company Settings form in Settings > Purchasing & Inventory > Company.
Unit Price	Enter the item's price for the unit of measure that is specified in the U/M field.
Qty	Enter the quantity of the item that was ordered.
U/M	This column displays the item's usual unit of measure, from the General tab of the Items Master form (Settings > Purchasing & Inventory > Items Master). If this is an inventory item, the available units of measure are the Purchasing units of measure defined in the Global U/M Conversion grid on the Inventory tab of either the Items Master form or the Purchasing & Inventory System Settings form (Settings > Purchasing & Inventory > General System.
Net Amount	This column displays the result of the calculation (Qty*Unit Price).
Due Date	This column displays the result of the calculation (Date to Order + Order Days). You can specify a different date.
Inv	This check box displays if the Inventory feature is enabled. The check box is selected if the Item is an inventory item.
Received	This column indicates whether the item has been received through the Receiving application.
Requester	When you create a purchase order, you can enter the requester's name. This helps you to keep track of the purchase order. If the purchase order is created from a requisition or request for price quote, this column displays the data from Requested By on the requisition's or request's General tab.
REQ #	This required column is shown if the Requisition/RFQ Number in P.O. option is selected on the General tab of the Purchasing & Inventory Company Settings form Settings > Purchasing & Inventory > Company Settings. Enter the number for a requisition or price quote request record. The Requisition/RFQ lookup displays the requisitions and price quote requests that have a status of Approved.
Shipping	This field displays when the Inventory feature is enabled, and is active when the Item is an inventory item. Enter the item's shipping cost, which is used to recalculate the item's average actual cost.
Tax	This field displays when both the Inventory feature and the Tax Auditing feature are enabled, and is active when the Item is an inventory item. Enter the item's tax amount, which is used to recalculate the item's average actual cost.
Document	This field applies if Deltek is configured to allow you to upload supporting documents. Click the icon in this field to open the Supporting Document dialog box and upload and associate one or more documents with the purchase order line item. To view previously uploaded and associated documents, click the icon in this field: An icon with a green check mark displays in this field if there are documents associated with the line item. An icon with a blue arrow displays in this field if there are no documents associated with the line item.
Extra Amount(s)	This field displays when the Inventory feature is enabled, and is active when the item is an inventory item. Enter the item's extra amount, which is used to recalculate the item's average actual cost.