Line Items |
The Line Items tab enables you to list every item being requested via or associated with the requisition, such as parts, office supplies, shipping fees, and service charges. You can also apply the same action (i.e., purchase order [PO], request for bid/quote proposal [B/Q/P], or response to RFB/Q/P) to every open item that does not currently have an action. Lastly, you can assign an ID (of a PO, request for B/Q/P, or response to RFB/Q/P) to all open, currently unassigned line items.
Tip: To limit the display of information in the grid and maximize performance, use the filter. You can sort on requisition ID, location, vendor, status, purchase type, approval, employee ID (requester, buyer), to/from dates, and equipment ID, among other values.
Note: Unless you specify a header status, filtering on equipment ID returns all items in all statuses that apply to that ID.
Location level security applies to this tab; go to location level control for more information.
The field in the top section of the Line Items tab is display only from the Basic Info tab.
Requisition ID
Identifier of the requisition either being defined or that is currently selected in the grid. The requisition description displays to the right of the field.
Data in the bottom section of this tab enables you to apply an action to non-actioned items, and the fields in the screen group provide details about each line item.
Default action for non-actioned line items
Action to be applied to all line items currently not assigned to a purchase order, request for bid/quote/proposal, or response to request for bid/quote/proposal. This field is optional. This field has a list box:
PURCHASE ORDER
REQUEST FOR B/Q/P (Bid/Quote/Proposal)
RESPONSE TO RFB/Q/P (Request for Bid/Quote/Proposal)
Add to purchasing ID
Identifier of the request for B/Q/P, response to RFB/Q/P, or purchase order (whichever applies) to which all line items should be added, if they have not already been assigned. Optional. This field has a list box.
If the action type is PURCHASE ORDER, the choice list shows OPEN and PENDING purchase orders at the request location
If the action type is REQUEST FOR B/Q/P, choice list shows OPEN and PENDING requests at the request location
If the action type is RESPONSE TO RFB/Q/P, choice list shows OPEN and PENDING responses at the request location
When a line item is added to an existing purchasing object, its data is replicated to that object and it is assigned the next available line number in the sequence. The original line item's status is changed to CLOSED and, if it is a stock part, its pending quantity decreased accordingly.
Tip: To generate a new request to a B/Q/P, response to an RFB/Q/P, or purchase order (whichever applies), leave this field blank. This functionality is available if there is a check in the Allow specifying a new purchasing object ID when actioning a line item field on the More Info tab of the Data -> Enterprise Purchasing > Setup > Options screen.
Apply defaults
If this field has a check, the action specified in the Default action for non-actioned line items field and/or the ID specified in the Add to purchasing ID field is applied to all line items not currently assigned to a request for B/Q/P, response to RFB/Q/P, or purchase order. Items with an existing action or ID are not changed, and the defaults are not applied to items with either a CLOSED status or an approval status of DENIED.
Note: You may change the values on specific line items after applying the defaults, but must do so before processing the record.
Delete
If you place a check in this field and click Save, the line item status changes to CLOSED for auditing purposes. The line item is not deleted from the list, however.
Line number
Line number of the item, automatically assigned by the system. This field is display only.
Status
Status of the line item. This field has a list box. This field is required.
Note: The status may be set to CLOSED only after all line items are closed on the requisition. If the requisition status is PENDING, the line item status must be PENDING as well.
Tip: The status must be OPEN for actions to be applied. You can enter action information while the line item is PENDING, but the action will not take effect until the line item status is changed to OPEN.
Line item type
The type of line item. If the line item is a STOCK PART, the vendor (specified on the Basic Info tab) must be a parts vendor. If the line item is COMMERCIAL, the vendor (specified on the Basic Info tab) must be a commercial vendor. This field has a list box. This field is required.
STOCK PART
NON-STOCK PART
COMMERCIAL
FEE
SHIPPING
FUEL
EXTERNAL REBUILD
EQUIPMENT
Tip: You cannot change the line item type from STOCK PART to another type once the record has been saved.
The Basic Info tab on the Enterprise Purchasing -> Setup -> Purchase Types screen specifies which line item type (or types) may be used on this screen.
Part ID
Identifier of the part. Required for STOCK PART line items unless there is a check in the Allow STOCK PART line items to be ordered with no part ID field on the Purchase Orders tab of the Data -> Enterprise Purchasing -> Setup -> Purchase Types screen. Required for NON-STOCK PART line items if a product category is specified. Required for EXTERNAL REBUILD line items. Must be blank for COMMERCIAL, FEES, SHIPPING, and FUEL line items. Optional for all other line item types. The part may not be a kit (i.e., must have a kit type of NONE). This field has a list box.
Note: Kit types are specified on the Basic Info tab of the Data -> Parts Items -> Primary Information screen.
Part suffix
Number associated with the part ID, which distinguishes it from other parts with the same part ID. Required for STOCK PART line items unless there is a check in the Allow STOCK PART line items to be ordered with no part ID field on the Purchase Orders tab of the Data -> Enterprise Purchasing -> Setup -> Purchase Types screen. Required for EXTERNAL REBUILD line items. Must be blank for COMMERCIAL, FEES, SHIPPING, and FUEL line items. Optional for all other line item types.
Important tips regarding the part ID/suffix combination:
If you specify STOCK PART, you cannot change the part ID/suffix combination once the record is saved.
Once the line item status has been set to OPEN, you cannot change the part ID/suffix combination.
Note: Part ID-suffix combination of NON-STOCK PART line items is not validated.
Part description
Part description. Required if the part ID and part suffix are not already in the database (i.e., you are entering a new part). Maximum field length is 140 characters.
Note: This field auto-populates if you enter a part ID and suffix.
Product category ID
Identifier of the product category to which the part belongs. When a quantity is entered, this field auto-populates based on the values in the Part ID and Part suffix fields (unless those fields are blank and the automatic numbering option is not activated). Required if line item type is STOCK PART and a part ID and suffix have been specified. Required if line item type is EXTERNAL REBUILD. Must be blank if line item type is COMMERCIAL, FEES, SHIPPING, or FUEL. Optional for all other line item types. This field has a list box.
Product categories are defined on the Data -> Parts Items -> Setup -> Product Categories screen. Automatic part numbering is also enabled on that screen.
Other ID
User-defined identifier associated with the line item. Required if there is a check next to the applicable line item type in the Require Other ID on line item types field on the Basic Info tab of the Data -> Enterprise Purchasing -> Setup -> Purchase Types screen. The maximum field length is 30 characters.
Description
Description of the item being ordered. Required if the Part ID, Part suffix, and Other ID fields are blank. Maximum field length is 160 characters.
Unit of measure
Unit of measure (UOM) associated with the line item. auto-populates based on the values in the Part ID and Part suffix fields, but you can change it. Required if line item type is STOCK PART with a part ID and suffix; required if line item type is EXTERNAL REBUILD; must be blank if line item type is FUEL; otherwise, optional.
If the parts location is new, the UOM entered in this field becomes the base UOM for the location.
If the parts location exists but a conversion factor has not been specified for this UOM, an error message displays.
If the parts location has a different base UOM than the line item and there is a conversion factor between the two, then the line item quantity is multiplied by the conversion factor.
Units of measure and conversion factors are defined on the Data -> Parts Items -> Setup -> Units of Measure screen.
Note: Unit of measure cannot be changed once the line item is partially received. If an item was received using an incorrect UOM, you must use the Data -> Parts Activity -> Adjustments screen to fix it. You then need to close the line item short and open a new line item.
Quantity
Total quantity being ordered for the line item. For COMMERCIAL line items, quantity must be zero. For FUEL line items, quantity must be greater than or equal to zero. If line item has an action specified, quantity must be greater than zero. Otherwise, optional. Maximum field length is seven characters, including two decimal places (one decimal place for FUEL line item types).
Note: If the Tank ID field is populated for a FUEL line item type, quantity must be less than or equal to the tank capacity.
Unit price
Price of an individual unit for the unit of measure. For COMMERCIAL line items, the unit price must be zero. For FUEL line items, the unit price must be greater than or equal to zero. Otherwise, the unit price of the item may depend on the contract with the vendor.
If there are values in the Vendor contract ID, Part ID, and Part suffix fields, defaults to the current order price.
If the vendor contract does not have a price specified for the part, defaults to the last receipt price multiplied by the currency conversion rate.
If there is no specified contract price and the last receipt price is zero, defaults to the last order price multiplied by the currency conversion rate.
The maximum field length is 10 characters, which includes four decimal places. Optional, but must be greater than or equal to zero.
Discount percent
Discount percentage offered by the vendor (perhaps for high-volume purchases). Defaults to the discount percent, if any, listed on the Data -> Purchasing -> Vendor Contracts -> Parts Prices screen if the line item's unit of measure matches that in the vendor contract. Otherwise, defaults to the vendor part primary record. If line item type is COMMERCIAL, discount percentage must be zero. This field is optional, but must be greater than or equal to zero if entered for non-commercial items.
Note: During processing, the discount percentage is applied to the total price calculated from quantity and unit price. Sales tax is then applied to the discounted price.
Net unit price
Net price of the line item. It is calculated by applying the discount percent to the unit price. This field is display only.
Note: Net unit price = unit price * (1.0 - (discount percent/100.0))
Location ID
Identifier of the location where the parts are stored or the fuel is being delivered. The parts location may be different from the requisition location only if the requisition location is the supplied-by location. This field has a list box. This field is required. Location IDs are defined on the Basic Info tab of the Data -> Setup -> Organization Structure -> Locations -> Primary Information screen.
Fuel/fluid tank ID
Identifier of the location to which the fuel is to be delivered. This field has a list box. Required if the Line item type field specifies FUEL; otherwise, must be blank. Fuel and fluid tank information is defined on the Basic Info tab of the Data -> Fuel/Fluid Tanks -> Primary Information screen.
Fuel/fluid type
Identifier of the fuel type. This field has a list box. Required if the Line item type field specifies FUEL; otherwise, must be blank. Fuel and fluid types are defined on the Data -> Fuel/Fluid Tanks -> Setup -> Fluid/Product Types screen.
Required
Date and time (in MM/DD/YYYY HH:MM format) the line item is needed. This field is optional. This defaults to the current date and time if there is a check in the Default required date to today field on the Requisitions tab of the Data -> Enterprise Purchasing -> Setup -> Options screen.
Ordered
Date and time (in MM/DD/YYYY HH:MM format) the line item was actioned to a purchase order. Optional.
Lead days
The number of lead days for the order. The lead days are used to calculate expected delivery date and time.
Expected delivery
Date and time (in MM/DD/YYYY HH:MM format) that the item is expected to arrive. This value may be overridden manually.
The value that displays varies by circumstance:
If there is a value greater than 0 in either the Minimum lead days field on the Purchasing Info tab of the Data -> Setup -> Organization Structure -> Vendors -> Primary Information screen or the Minimum lead days field on the Requisitions tab of the Data -> Enterprise Purchasing -> Setup -> Options screen:
And the vendor's minimum lead days are less than the lead time specified on the More Info tab of the Data -> Purchasing -> Vendor/Part Information screen, this field displays today's date + the vendor's minimum lead days.
And the vendor's minimum lead days are greater than the lead time specified on the More Info tab of the Data -> Purchasing -> Vendor/Part Information screen, this field displays today's date + the specified minimum lead time.
If a new line item is entered or an existing line item is changed and there is a 0 in the Minimum lead days field on the Purchasing Info tab of the Data -> Setup -> Organization Structure -> Vendors -> Primary Information screen and the Minimum lead days field on the Requisitions tab of the Data -> Enterprise Purchasing -> Setup -> Options screen:
And the line item's expected delivery date is blank, the value from the Expected delivery field on the Basic Info tab of this screen displays in this field.
And the Expected delivery field on the Basic Info tab of this screen is blank, this field displays the base date + the vendor's lead time (from the More Info tab of the Data -> Purchasing -> Vendor/Part Information screen).
The base date used depends on the line item status:
PENDING line items: Current date and time
OPEN line items: Date and time sent to vendor
Note: If the expected delivery date is changed at the header level, all line items with that date are also changed.
If the line item's expected delivery is blank and there is a check in the Default expected delivery date to today field on the Purchase Orders tab of the Data -> Enterprise Purchasing -> Setup -> Options screen, the current date and time display when the record is saved.
Vendor contract ID
Identifier of the contract with the vendor. Must be a valid, active contract for the vendor ID entered on the Basic Info tab. This field has a list box. Required if there is a check in the Require vendor contract ID on line items field on the Requisitions tab of the Data -> Enterprise Purchasing -> Setup -> Purchase Types screen. Otherwise, this field is optional.
Note: The choice list displays only those contract IDs that are current, valid for the vendor on the transaction, and have money remaining on the contract.
Tip: You may specify the vendor contract ID at any time during the process, but if you intend to use a vendor contract ID on an order, it is important to specify it when you are processing the ORDER action. The vendor contract ID will be carried through the purchasing process, so you will not need to update it later. When the system processes an ORDER action, it verifies the validity of the vendor contract ID based on today's date and determines whether the amount remaining on the contract is sufficient to cover the line item being ordered.
Vendor contracts IDs are recorded on the Basic Info tab of the Data -> Purchasing -> Vendor Contracts -> Contracts screen.
Amount remaining
Amount remaining on the vendor contract. This field is display only.
Contract line item ID
Identifier of the line item associated with the vendor contract. This field has a list box. This field is optional. Vendor contract line item IDs are recorded on the Contract Line Items tab of the Data -> Purchasing -> Vendor Contracts -> Contracts screen.
Sales tax rate
Sales tax rate associated with the purchase. If line item type is COMMERCIAL, sales tax rate must be zero. For all other non-commercial line item types, sales tax rate must be greater than or equal to zero. Optional.
Account ID
Identifier of the general accounting system account to charge for the item. This field has a list box. This field is optional.
Note: Defaults to the value specified in the Default account ID field on the Inventory - Enterprise tab of the Data -> Setup -> Organization Structure -> Locations -> Primary Information screen. If the location does not have a default account ID, defaults to the account ID for the line type specified on the More Info tab of the Data -> Enterprise Purchasing -> Setup -> Options screen. If a default account ID by line type is not specified, defaults to the account ID on the Basic Info tab of this screen. If the part was ordered using the Data -> Parts Activity -> Requests screen, that ID displays in this field.
Account IDs are defined on the Basic Info tab of the Data -> Setup -> Organization Structure -> Accounts -> Primary Information screen. The Edit Criteria - General tab on the Data -> Setup -> Options screen specifies whether account IDs are required, not required, or optional.
Approval
Approval status of the line item. This field has a list box.
by
Identifier of the person who approved the line item. Defaults to the employee ID associated to the user ID that was logged in when the Approval field was set to a non-pending status. This field has a list box. The employee name displays below the by field.
on
Date and time the line item disposition was entered. Defaults to current date.
Sent to vendor
If this field has a check, the line item was sent to the vendor. You can use this information in either reporting or interfaces.
You can select or clear the checkbox manually, or the system will do so under the following circumstances:
If the line item status changes to OPEN, the checkbox is selected.
If line item type, location, part ID, part suffix, description, other ID, quantity, unit price, and/or discount pct are changed, the checkbox is cleared.
Date and time sent to vendor
Date and time (in MM/DD/YYYY HH:MM format) that the line item was sent to the vendor. This field populates automatically when the Sent to vendor field is checked, but you can change it.
Action
Action to be taken. This field is optional. This field has a list box:
PURCHASE ORDER
REQUEST FOR B/Q/P (Bid/Quote/Proposal)
RESPONSE TO RFB/Q/P (Request for Bid/Quote/Proposal)
Add to purchasing ID
Identifier of the purchase order, request for B/Q/P, or response to RFB/Q/P (whichever applies) to which the line item should be added, if it has not already been assigned. Optional. This field has a list box.
If the action type is PURCHASE ORDER, the choice list shows OPEN and PENDING purchase orders at the request location
If the action type is REQUEST FOR B/Q/P, choice list shows OPEN and PENDING requests at the request location
If the action type is RESPONSE TO RFB/Q/P, choice list shows OPEN and PENDING responses at the request location
When a line item is added to an existing purchasing object, its data is replicated to that object and it is assigned the next available line number in the sequence. The original line item's status is changed to CLOSED and, if it is a stock part, its pending quantity decreased accordingly.
Tip: If you specify an action but not an ID, a new purchase order, request for B/Q/P, or response to RFB/Q/P is opened--whichever was specified in the Action field. This functionality is available if there is a check in the Allow specifying a new purchasing object ID when actioning a line item field on the More Info tab of the Data -> Enterprise Purchasing > Setup > Options screen.
Source type
Type of entity from which this line item originated, if the line item was actioned to this requisition from a response to RFB/Q/P or other entity.
For example, if the line item originated from a requisition, this field will specify REQUISITION and the Source ID field will specify the requisition ID. If the line item originated from a vendor response to a request for bid/quote/proposal, this field will specify RESPONSE TO RFB/Q/P and the Source ID field will specify the response ID. This field is display only.
Source ID
Identifier of the source item listed in the Source type field. This field is display only.
Gross total amt
Total quantity of the line item on order. Equal to quantity multiplied by unit of measure. This field is display only.
Sales tax amt
Total amount of sales tax for the line item. Equal to gross total amount multiplied by sales tax rate. This field is display only.
Discount amt
Discount amount offered by the vendor (perhaps for high volume purchases). This field is display only.
Discount amounts are specified on the Data -> Purchasing -> Vendor Contracts -> Parts Prices screen.
Shipping amt
Cost of shipping the item. This field is optional.
Total cost
Calculated total cost of the line item. This field is display only.
Note: Total cost of non-commercial line items = total quantity * net unit price of all items + sales tax + shipping amount - discount amount. Total cost of commercial line items = work order total cost related to that line item.
Default unit price
Default contract unit price for the part. Applies only when adding a STOCK PART line item. This field is display only.
Funding source ID
Identifier of the grant or capital funding source for the requisition. This field has a list box. This field is optional.
Note: If your organization does not use the Capital Planning module, the choice-list does not display, and you may use this field however you want.
Funding sources are defined on the Data -> Equipment Management -> Capital Planning -> Funding Sources screen.
Eq planning project ID
Identifier of the equipment planning project. This field has a list box.
External rebuild serial no
External (outside the application) number of the serialized part being rebuilt. Must be blank unless the line item type is EXTERNAL REBUILD or the part ID-suffix is classified as a serialized part. This field has a list box. This field is optional.
Ext PO number
External (outside the application) purchase order number. The maximum field length is 30 characters. This field is optional.
Comments
Free-form text field in which you can type comments regarding the line item. This field is optional. The maximum field length is 60 characters.
Verified valid part ID
Indicates whether the part ID has been verified as valid. This field is optional.
If this field has a check, the part ID/part suffix is valid.
If you process an entry with an invalid part ID/part suffix and place a check in this box,a valid definition is inserted for the new part ID/suffix. The Inventory month field on the Stock Mgmt tab of the Data -> Parts Items -> Primary Information screen is set to NONE and the Unit of measure field on the Data -> Parts Items -> Setup -> Units of Measure screen is set to the value in the Unit of measure for orders with no vendor/part information available field on the Purchase Orders tab of the Data -> Purchasing -> Setup -> Options screen.
If this field is blank, the part ID/part suffix is not valid. If you leave this field blank and process the entry, A valid definition for the part ID/suffix will nit be inserted. Must be blank for EXTERNAL REBUILDS because the part ID and suffix must already exist in the application.
External status
External (outside the application) status. The maximum field length is 30 characters. This field is optional.
Ext date
External (outside the application) date when the external status was set. This field is optional.
Ext line number
External (outside the application) line number. The maximum field length is five characters. This field is optional.
Ext comment
Free-form text field in which you can type comments. The maximum field length is 255 characters. This field is optional.
Ext requisition no
External (outside the application) requisition number. The maximum field length is 30 characters. This field is optional.
Ext requisition status
External (outside the application) requisition status. The maximum field length is 30 characters. This field is optional.
Ext qty
External (outside the application) quantity. The maximum field length is six characters. This field is optional.