Line Items |
The Line Items tab enables you to list every item being requested (e.g., parts, office supplies, shipping fees, service charges) via the bid, quote, or proposal. You can also apply the same action (i.e., purchase order [PO] or requisition) to every open item that does not currently have an action.
Tip: To limit the display of information in the grid and maximize performance, use the filter. You can sort on response ID, location ID, status, approval, employee ID buyer, date/time requested/received/awarded/closed, 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.
Response ID
Identifier of the response either being defined or that is currently selected in the grid. The response description displays to the right of the ID.
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 or requisition. This field is optional. This field has a list box:
REQUISITION
PURCHASE ORDER
Add to purchasing ID
Identifier of the requisition or purchase order (whichever applies) to which all the line items should be added, if they have not already been assigned. This field is optional, but the specified ID may not have a CLOSED status. 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 REQUISITION, the choice list shows OPEN and PENDING requisitions 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 requisition or purchase order is opened—whichever was specified in the Default action for non-actioned line items 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.
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 requisition 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 on the response to which information in the fields to the right pertains. This field is display only.
Status
Status of the line item. This field is required. This field has a list box.
Note: If the response status is PENDING, the line item status must be PENDING as well.
Tip: The status must be OPEN for actions to be applied. While the line item is PENDING, you can enter the action information, but the action will not take effect until the line item status changes 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
Note: If the line item type is COMMERCIAL and its status is OPEN, there must be a related work order.
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. This field is optional for all other line item types.
Tip: If you specify STOCK PART, you cannot change the part ID-suffix combination once the record has been saved.
Note: The part ID-suffix combination of NON-STOCK PART line items is not validated.
Part description
Part description. Auto-populates based on the values in the Part ID and Part suffix fields. Required if the part ID and part suffix are not already in the database (i.e., you are entering a new part). Otherwise, this field is optional. Maximum field length is 140 characters.
Product category ID
Identifier of the product category to which the part belongs. Auto-populates based on the values in the Part ID and Part suffix fields. Required if line item type is STOCK PART or 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.
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 60 characters.
Unit of measure
Unit of measure (UOM) associated with the part. Auto-populates based on the values in the Part ID, Part suffix, and Location ID fields, but you can change it. Required if line item type is STOCK PART or EXTERNAL REBUILD; must be blank if line item type is FUEL; otherwise, this field is optional.
Units of measure are defined on the Data -> Parts Items -> Setup -> Units of Measure screen.
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.
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. Otherwise, defaults to the vendor part primary record. If line item type is COMMERCIAL, discount percentage must be zero. Optional, but must be greater than or equal to zero if entered for non-commercial items.
Net unit price
Net price of the line item. The value 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 RFB/Q/P location only if the RFB/Q/P 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.
Defaults to the current date and time if there is a check in the Default required date to today field on the Response to RFB/Q/P tab of the Data -> Enterprise Purchasing -> Setup -> Options screen.
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 Response to RFB/Q/P 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 Response to RFB/Q/P 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 Response to RFB/Q/P 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. Required if there is a check in the Require vendor contract ID when posting work field on the Options tab of the Data -> Shop Activity -> Setup -> Options screen. Otherwise, this field is optional. This field has a list box.
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.
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 usage. 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 entered the line item's approval status. 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.
Action
Action to be applied to the line item, if it has not already been assigned to a requisition or purchase order. This field is optional. This field has a list box:
REQUISITION
PURCHASE ORDER
Add to purchasing ID
Identifier of the requisition or purchase order (whichever applies) to which the line item should be added, if it has not already been assigned. This field has a list box. Optional.
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 REQUISITION, the choice list shows OPEN and PENDING requisitions 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 requisition or purchase order 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. Display only.
Source ID
Identifier (e.g., requisition ID) from which this line item originated. This field is display only.
Gross total amt
Gross total amount is equal to unit price * order quantity. Does not include sales tax, discount, or shipping cost. Display only.
Sales tax amt
Sales tax is equal to (gross amount - discount amount) multiplied by tax percentage. This field is display only.
Discount amt
Discount amount is equal to (unit price of the item * discount amount) multiplied by order quantity. This field is display only.
Shipping amt
Shipping amount is an optional field that you can use however you want.
Total cost
Total cost of the line item is equal to (gross amount - discount amount) + sales tax + shipping. This field is display only.
Funding source ID
Identifier of the grant or capital funding source for the proposal. This field has a list box. This field is optional.
Note: If your organization does not use the Capital Planning module, the choicelist 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.
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.
Comments
Free-form text field in which you can record comments regarding the line item. The maximum field length is 60 characters.
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 PO number
External (outside the application) purchase order number. The maximum field length is 30 characters. 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 60 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.