While a Purchase Order record tracks the commercial agreement, the Purchase order line items tab tracks exactly what is being bought. Line items state which products and in what quantities need to be provided to fulfil the agreement.
Accessing Purchase Order Line Items
Select a Purchase Order: From your main Purchase orders list, click the ID of the specific Purchase Order you want to manage.
Navigate to the Tab: In the left-hand navigation bar of the PO details panel, click the Line items icon (resembling a box).
Add a New Line Item
To log the specific goods requested in the commercial agreement:
Initiate New Entry: Click the + Add button located in the top right corner of the panel.
Fill in the Details: An Add purchase order line item pop-up will appear. You must define the following:
Item ID / number: A unique identifier for this specific line item.
Product: Click the dropdown to select the specific product being requested.
Variant: Click the dropdown to select a specific variation (this is based on the selected Product settings) .
Unit & Quantity: Define the measurement unit (this is based on the selected Product settings) and the total amount requested.
Save: Click the green Save button. A green Line item added confirmation message will appear, and the product will be listed in the tab.
View and Edit Line Items
Once added, you can quickly review or adjust the requested goods:
Review Details: The list displays the Item ID, Product Name, Variant, Quantity, and Unit at a glance. You can click the blue, hyperlinked Product name to jump directly to that product's full profile.
Edit: If you need to change the requested quantity or variant, hover your cursor over the line item and click the pencil (Edit) icon. An Edit purchase order line item pop-up will appear, allowing you to modify the fields and save.
Remove a Line Item
If a product was added by mistake or removed from the commercial agreement, you can quickly delete it.
Hover your cursor over the line item and click the trash can (Remove) icon.
Create Items from Purchase Order Line Items
You can quickly generate new Items directly from an existing purchase order's line items, streamlining your data entry.
Navigate to PO Line Items: From the main menu, go to Purchase orders and click on a specific purchase order. In the left-hand menu of the PO panel, click the Purchase order line items tab.
Select Line Item(s): Check the box next to the specific line item(s) you want to convert into items.
Initiate Creation: Click the Create Items button at the top right of the line items table.
Set Values: A "Bulk add items" window will open. Here, you can pre-define default values, such as Materials, Batch / Lot number(s), or Locations, that will apply to the Items being created. Click Next in the bottom right corner when finished.
Enter Item Details: Review the Item details in the provided table. You can scroll horizontally to view all columns, such as Initial quantity, Unit of measurement, and Creation/Current location.
Finalise Creation: Once all mandatory fields are populated, click the green Create item(s) button in the bottom right corner.
Confirm and Finish: A progress screen will appear; do not exit the page until all items are created. Once the item is successfully generated, a confirmation message will display. Click Done to close the window and return to your purchase order.
Fulfil Purchase Order Line Items
You can fulfil a purchase order line item directly from your existing stock. By picking the specific item to stock from, the system automatically creates the new item and links it back to the original stock in a single step.
Navigate to the PO Line Item: From the main menu, go to Purchase orders, select your specific purchase order, and click on the Purchase order line items tab.
Initiate Fulfilment: Locate the item you want to fulfil in the table and click the Fulfil line item icon (the box with a right-pointing arrow) next to it.
Draw from Stock (Step 1): A modal will open where you allocate the required quantity.
Select stock item from the dropdown menu and enter the quantity you wish to draw.
If you want to create a new item as where the stock is from, click Create new stock item and finish the item creation form.
If you need to pull from multiple batches to reach the requested quantity, click + Add another input item and select an additional stock source.
Click Next once your quantities are allocated.
Define Records (Step 2): Specify the resulting output and the process that links it to the original stock.
Output Item ID: Enter a unique name or ID for the newly created item.
Process type: Select the relevant process type from the dropdown (e.g., Manufacturing).
Location: Confirm or select the location where this process is taking place.
Delivery (Step 3): Choose what should happen with the new item:
No delivery for now: the item is created without a delivery. You can add it to a delivery later.
Create a new delivery: a new delivery is created and the new item is put on it straight away.
Add to an open delivery: the new item is added to a delivery that is still open.
Review and Save: Check the What will be recorded panel on the right side of the modal to verify your Inputs, Process, and final Output. Click the Save button in the bottom right corner.
A green confirmation banner will appear at the bottom of your screen to confirm that the new item and its associated process have been successfully created and linked.
