Line Items Detail Section - Purchase Orders Workspace

The Line Items detail section allows you to enter items on your purchase order. These items could include goods, services, tax, labor, and materials.

Important!

You are required to enter at least one line item prior to closing a purchase order. You are also required to enter at least one allocation item, and receive approval.

To perform actions in this detail section, you need to be able to see the Details pane. Click the List View, Summary View, and Map View buttons to toggle different content views. For more information about different content views, see the Content Views section of the Common Attributes of Workspaces page.

ClosedCredit Invoices

You can create credit invoices in BIGCenter. This functionality supports use cases where you might receive a refund or an incentive on an expense. To leverage this feature, you must create a negative purchase order. The logic for purchase orders is as follows:

  • If the Purchase Order is positive:

    • Purchase Order + Change Order must be >= 0

    • Invoices must be > 0

  • If the Purchase Order is negative:

    • Purchase Order + Change Order must be <= 0

    • Invoices must be < 0

This feature is not enabled by default. It is controlled by an object attribute. To enable this feature, contact Accruent Support.

ClosedAdd Line Item

To add a line item:

  1. Open the Purchase Orders workspace.

  2. Select the purchase order to which you want to add a line item.

    Read the Filters page and the Collections section of the Common Attributes of Workspaces page to learn how to filter the records in your workspace.

  3. Select the Line Items detail section from the Detail Section menu.

  4. Click the Add Line Item button Pictured is a gray button in the shape of a plus symbol. in the toolbar on the right side of the Details pane.

    The Add Line Item window opens.

  5. Enter the description of the line item in the Description field.

  6. Select the type of line item from the Type field (for example: line item, tax, labor, or other).

  7. Enter the quantity of the item being ordered in the Quantity field.

  8. Enter the unit cost for the line item in the Unit Cost field.

    Note:

    The Amount field will auto-populate with the value in the Unit Cost field x the value in the Quantity field.

  9. Enter the general ledger in the General Ledger type-ahead field.

    If a purchase order is associated with a project, the purchase order line items pre-populate with the general ledger assigned at the project-level. However, this field is still editable at the purchase order-level.

  10. Select the unit of measurement for the line item from the Unit of Measurement field.

  11. Click the following fields and use the date picker to choose the appropriate dates:

    • Date Ordered

    • Date Needed

    Note:

    If your purchase order is for a project, proceed to step 12. If your purchase order is not for a project, skip to step 13.

  12. Select the budget item that this purchase order pertains to from the Budget Item field.

  13. Choose between two options:

    • Click the Save button.

      The Add Line Item window closes. The line item appears in the Line Items detail section.

    • Click the drop-down arrow next to the Save button and click Save & New from the menu that appears.

      The line item is saved and cleared from view. Repeat steps 5 - 13 until all line items are entered.

ClosedEdit Line Item

For change orders, certain aspects of a line item can or cannot be edited. The rules below apply if the line item has a parent line item on a previous purchase order or change order.

  • Description, General Ledger, and Type cannot be edited on change orders.

  • Quantity is always editable.

  • Unit Price is editable if the line item Type is anything other than Line Item.

    • If the line item has the type Line Item, that means that the line item is an object, such as a piece of furniture. If the price of that line item has changed, enter the line item quantity as negative to offset the remaining quantity of the line item. Then, you can enter a new line item for the adjusted price.

    • Line items for services or fees can have their unit price adjusted as necessary, since there is no quantity associated with that type of line item.

To edit a line item:

  1. Open the Purchase Orders workspace.

  2. Select the purchase order whose line item you want to edit.

    Read the Filters page and the Collections section of the Common Attributes of Workspaces page to learn how to filter the records in your workspace.

  3. Select the Line Items detail section from the Detail Section menu.

  4. Select the line item you want to edit.

  5. Click the Edit Line Item button Pictured is a small gray button that looks like a pencil. in the toolbar on the right side of the Details pane.

    The Edit Line Item window opens.

  6. Make your changes.

  7. Click the Save button.

    The Edit Line Item window closes. The line item is updated.

ClosedView Line Item

To view a line item:

  1. Open the Purchase Orders workspace.

  2. Select the purchase order whose line item you want to view.

    Read the Filters page and the Collections section of the Common Attributes of Workspaces page to learn how to filter the records in your workspace.

  3. Select the Line Items detail section from the Detail Section menu.

  4. Select the line item you want to view.

  5. Click the View Line Item button Pictured is a button that looks like an eye. in the toolbar on the right side of the Details pane.

    The View Line Item window opens in read-only mode.

  6. Click the Close button Pictured is a small button that looks like an x. once you are done viewing the line item.

ClosedDelete Line Item

To delete a line item:

  1. Open the Purchase Orders workspace.

  2. Select the purchase order whose line item you want to delete.

    Read the Filters page and the Collections section of the Common Attributes of Workspaces page to learn how to filter the records in your workspace.

  3. Select the Line Items detail section from the Detail Section menu.

  4. Select the line item you want to delete.

  5. Click the Delete Line Item button Pictured is a gray button in the shape of a trash can. in the toolbar on the right side of the Details pane.

    A dialog box opens, asking you to confirm your choice.

  6. Click the OK button.

    The line item is deleted. It no longer appears in the Line Items detail section.

 

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