1. Home
  2. Knowledge Base
  3. Purchase Orders
  4. Purchase Orders: Purchase Order Line Item Maintenance

Purchase Orders: Purchase Order Line Item Maintenance

Purchase Order Line Item Maintenance

Purchase Order Line Item Maintenance - Item Details pane

This details subwindow forms part of the Purchase Order Maintenance window.

A Purchase Order header can exist without line items, however it can not be printed and is not really meaningful. Up to 999 line items can be created for a PO.

You can sort the list of line items in any order by clicking on the appropriate list heading. Sorting by due date will sort the list by date and then part number enabling you to view it as a schedule.

Purchase Order Line Items

To add items to the Purchase Order, click on the Add button. The next available line number will be automatically entered. A PO is limited to 999 line items. If the item is a part with a valid Part record, enter it’s part number or partial number. If the item is not a normal part, leave the Our part number field blank. You can also use Keyword Search, or drag and drop from the Parts ScratchPad. A useful technique is to multiple select parts in the ScratchPad and drag them and drop them on the list. All will be added with appropriate minimum order quantities.

Warning WARNING: Once a part number item line has been created and some quantity has been received, the part number can not be changed for that item.

Tip TIP: You can use drag-and-drop in the list to re-order your line items. This can only be done if you have the list sorted by line number (in descending order) and the PO has not had any receipt of goods. When the lines are re-positioned the lines are renumbered starting from 1.

If you are purchasing an operation of a process route for an assembly subject to a Work Order, you must construct a pseudo part number in the form of “WO-999999-000”, where 999999 is the full work order number and 000 is the operation number, with leading zeros if required to make 3 characters.

If you are purchasing an operation of a Job, you must construct a pseudo part number in the form of “JO-999999-000”, where 999999 is the full Job number and 000 is the line number, with leading zeros if required to make 3 characters.

Note NOTE: For the system to accept an Outwork Operation, the following must be the case:

  • The pseudo part number must be correctly constructed, starting with a WO- or JO-.
  • There must be a current Work Order or Job with the number you enter.
  • You must have entered a valid Route Operation or Job Line Number (001 to 999).
  • For a WO the assembly being manufactured under the Work Order must have a Process Route with an appropriately numbered operation.
  • The Work Centre assigned to this process route operation or job operation must be flagged as an Outwork Work Centre.

After a part number has been entered, the system searches the Purchase Part file for a match for this part number and the PO supplier. If found, details from the Purchase Part record are loaded into the supplier part number, description, buy UoM and buy UoM multiplier fields. If a record is not found in the Purchase Part file, data from the parts master record is used. The Buy UoM will be the same as the Stock UoM with a multiplier of 1.0000. In both cases, you can edit any of the entered data. Any changes will be recorded in the Purchase Part file after the item’s receipt when the Update purchase part file on receipt is checked. If you check the MRP to ignore checkbox, the supply this item represents will be ignored in MRP processing.

Additionally, the part’s Re-order quantity divided by the Buy UoM is provided as default for the Order quantity or, if the item is a WO Outwork Operation, the WO assembly quantity or,if a Job Operation, the Job item quantity. The delivery date defaults to the date calculated from the part’s lead time and the Buy Calendar. For an Outwork Operation the date is calculated from the operation Lag Time divided by the Work Centre time per day.

Warning WARNING: You may find that you can not edit the order quantity below a certain amount. This will be because the Purchase Part record for the Supplier/Part has a zero first cost and an initial cost quantity. Doing this, in effect, enforces a minimum order quantity for this part from this supplier.

The This-purchase cost is, by default, the current material cost for the part. If the part is an Outwork type part, the This-Level Outwork current cost is provided as default. If the item is an outwork operation the operation times and Work Centre rates are used to calculate a default cost. You can change the cost at this time.

Warning WARNING: If the System Preferences are set to automatically update and create Purchased Part records on goods receipt, the “Update PP file on receipt of item” checkbox will be checked. If left that way the data appearing on the order will be used to update or create a Purchase Part record when a receipt is processed. You should un-check the box to prevent update for this item.

If the our part number field is left blank, all fields must be completed by you from scratch. No fields can be left blank, other than the two part numbers.

Customisation CUSTOM CAPABILITY: oCustom1.$PolqtyCheck() can be used to process your own quantity validation or messaging system. It is called if the quantity is changed.

Customisation CUSTOM CAPABILITY: oCustom1.$AfterItemAddedToPo() is available to provide additional validation when a part is added.

Warning WARNING: You are prevented from deleting, or changing Order quantity or UoM multiplier, if the item has had an outwork kit issued to the supplier.

Note NOTE: You can apply individual parts texts to Purchase Order part items in an alternative manner. If you set option optPODefaultIndivText to ‘1’, ‘Y’, ‘Yes’ or ‘YES’, the Individual Text will form a default description for the part rather than an additional text. I.E. When optPODefaultIndivText is set to ‘1’, line item description will default to the individual purchase text for the part when there is no relevant Purchase Part record description. Whenever this options is set, the individual parts texts will NOT be printed on the Purchase Order, as they are when it is not set.

Outwork Assemblies and Purchase Order Kits

The part type is significant to a purchase order item.

An Outwork Assembly must be a type ‘O’ part. When entered on an order, it’s kit must be issued before it can be received. The system supports shortages in the kit issue process. To learn more about Outwork Assembly processing see the Purchase Order Outwork Kit Review and Processing window.

A Purchase Order Kit must be a type ‘P’ part. When entered on an order, it’s kit components will be assumed to be received rather than the assembly part itself. This process is effectively automatic. You will only see the assembly part on a PO document or any reviews or receiving windows. However, when received or returned the kit components are received or returned and not the assembly. This is similar to a Sales Order Kit only in reverse. The parent is ordered and the components received. There is no variation in the receiving quantities of components, they are only ever received or returned in the BoM quantities for the relevant parent quantity. For the full implications to MRP see the Treatment of Purchase Order Kits section in the MRP Menu topic.

Tip TIP: An appropriate use for PO Kits would be if the item you are purchasing comes from the supplier as an assembly which you break down into a number of components that are used in different product sub-assemblies. The mix of components is always fixed and in the same proportion within the parent.

Window Fields and Buttons



Items List

All line items will be listed for the Purchase Order that have not been fully received. Click on a line item to show and edit the full details.


The total number of line items due for delivery.

Total Value of Due Items

The total value of all items listed. Applies to undelivered quantities only.




This will create a new (normally blank) record in the file. You will then be able to enter details for the record.

Note NOTE: You can control which users are permitted to add parts to a purchase order using the Purchase Users field on a part record.

Tip TIP: Control can also be applied to purchasing non-part, work order and job operation items using the system options optPOJobOpUsers, optPONonPartUsers and optPOWoOpUsers.


This will create a Copy of the current record displayed on the window. You will then be able to change the details.


Execute this button to permanently remove the currently selected record from the file. If you are permitted to delete the item, you will be asked for confirmation, otherwise an explanation will be given.

Tip TIP: If you remove low numbered lines, you may want to renumber other lines. You can do this by using drag-and-drop in the list to re-order a line item. This can only be done if you have the list sorted by line number (in descending order) and the PO has not had any receipt of goods. When the lines are re-positioned the lines are renumbered starting from 1.

The window has 3 tab panes.

Item Details 

Item Details

Essential base details for the selected order line item.



Part Number

Purchase Order Line Items. Our part number. {POLFILE.POLPTNO char 18}

The part number of the part on order. If this field is left blank no default details are provided and it is assumed to be a capital or service item that is not managed in the inventory system. If a part number is entered it must be a pre-defined part in the Parts section. If it has a Purchase Part record for the Supplier, these details are provided as default. Special provision is made for Job or Work Order Outwork Operations. These are Job or Process Route Operations assigned to an outwork type Work Centre. To order such an operation you construct a pseudo part number in the form of “WO-NNNNNN-000” where “JO-” indicates a Job and “WO=” a WO Operation item, “NNNNNN” is the full Job or Work Order number and “000” is the Job or Process Route operation number (prefixed with zeros if necessary).

Tip TIP: You can setup the optPONoEngChange option in Settings Maintenance. If the value is 1, users will be prevented from adding a part which has Engineering-in-Progress set, rather than just being given a warning.

Tip TIP: Normally you are prevented from constructing and outwork operation for a Job or WO unless the Work Center for that operation is an Outwork type. However, you can override this restriction with the option optPOOutOpAllWCs. If set to 1, an operation on a non-outwork work centre can be added to a PO. This enables you to outwork operations normally processed in-house. Such abnormal outwork operations are not subject to the normal updating of costs and are not shown in Capacity Planning WC Mate-To and WC Loading lists and reports.

Part Type

Parts Master. Part type (A,B,M,N,O,P). {PTMFILE.PTMTYPE char 1}

Supplier’s Part Number

Purchase Order Line Items. Supplier part number. {POLFILE.POLSPTN char 18}

Default data for this field is provided from the Purchase Parts record for this Part and this Supplier, if there is a record. It is a useful field for subsequent reviews and report selections.

Note NOTE: If a purchase-part record has been used to populate the PO line item, when you change the supplier’s part number not known in the purchase-part file, you will be presented with a message: “Are you changing the purchase part record supplier part number from XXX to YYY? If you click No a new purchase part record will result.” If you click Yes, when the PO line item is received the purchase-part record will be changed to have the supplier’s part number YYY. If you click No, a completely new purchase-part will be created for this new supplier’s part number.

Show List Show List

Click this button to display a list of alternatives for the field alongside the button. Double-clicking on a list line will enter the value from the list.

Tip TIP: You may have a number of alternative purchase-part records for the same supplier-part combination. Each should have a different supplier part number and can have a different rank value. When you enter a part into a PO the system seeks out any purchase-part records and chooses the one with the lowest rank value and where the rank is the same, the lowest cost. It ignores records where the minimum order quantity rule, if any, is contravened.


Purchase Order Line Items. Part issue reference when part entered on order. {POLFILE.POLISSU char 4}

This field defaults to the current Issue Reference for a Part. You can change it to reflect an alternative to the current issue. It is subject to update in the Masters — Parts — Update Issue function.


Purchase Order Line Items. Line item description. {POLFILE.POLDESC char 32000}

Default data for this field is provided from the Purchase Parts record for this Part and this Supplier, if there is a record. Otherwise the Part description will be used from the Part file. Additional text can be added. For Job or Work Order Outwork Operations, the default description provides details of the Job or WO. For example, “Outwork operation 40 for Work Order 000007: 100.000 Each of assy. MET00002 End Bracket for Gb-SC – Zinc”.

Note NOTE: The printed descriptive text on the Purchase Order will, in many cases, be more than just the description entered in this field. The following will, if appropriate, be automatically added when the PO is printed:

  • Part Items: Any Part individual purchase text.
  • Part Items: Any Part standard purchase text.
  • Part Items: A document in Engineering Data (text, graphic or both) if referenced with the appropriate code in the Part individual purchase text.
  • Outwork Assembly type Part Items: Kit List of the parts to be sent to the supplier for processing.
  • WO Outwork Operations: Any individual or standard instructions for the Process Route Operation of the assembly subject to the WO. Plus Engineering Data if the assembly Part individual purchase text is so coded with the document number.

Order Quantity

Purchase Order Line Items. Ordered quantity in stock units of measure. {POLFILE.POLQTY number 3dp}

The quantity ordered in Buy UoM. In the PO line item maintenance window an additional Stock UoM quantity is provided. Quantities entered in either will recalculate the other using the Buy UoM Multiplier. If the Ordered Quantity is reduced to the Undelivered Quantity the line item will be deleted.

Purchase Unit or Measure

Purchase Order Line Items. Purchase unit of measure. {POLFILE.POLPUUM char 6}

A descriptor for the Supplier’s Unit of Measure. Default data for this field is provided from the Purchase Parts record for this Part and this Supplier, if there is a record. If no purchase part record exists the Stock UoM is used. The Order quantity and cost relate to the Buy UoM.


Purchase Order Line Items. Cost per purchase unit of measure. {POLFILE.POLCOST number 4dp}

The price charged for the line item by the Supplier per Buy UoM in the currency of the order. Unlike other cost fields, this can be to 4 decimals. The maintenance window shows it in both unit cost and extended value for the entire quantity.

Note NOTE: The default provided for you is as follows:

  • A normal Part without a Purchase Parts record: The part’s Current Material Cost multiplied by the Buy UoM Multiplier.
  • An outwork assembly Part without a Purchase Part record: The part’s This-Level Outwork Cost multiplied by the Buy UoM Multiplier.
  • Parts with a Purchase Parts record: The Last Price value from the Purchase Part record or the quantity price if those have been set up.
  • Job or WO Outwork Operation: ((the operation setup time) times (the work centre setup labour rate plus overhead rate) divided by the work order quantity) plus ((the operation run time) times (the quantity) times (the work centre run labour rate plus overhead rate)).
  • If the Purchase Order is set for a foreign currency, the above costs will be multiplied by the exchange rate saved for the order at the time of its creation or last currency update. The On-order value in the supplier record always normalises any foreign currency order items into local currency.

Tip TIP: You can have a negative cost which provides for supplier bulk discount lines, for example. However, this is only permitted for Non-Part or Non-Stock Part items.


Purchase Order Line Items. User reference. {POLFILE.POLUSER char 15}

This 15 upper-case character reference can be used for selection in the order items details and purchase history reports. It defaults to the Order Reference. On receipt of the item this reference is saved against the purchase history record and can be used for accounting or other classification reasons.

Delivery Due Date

Purchase Order Line Items. Delivery date. {POLFILE.POLDATE date date1980}

The promised or required delivery date for the order line item. In the event of scheduled deliveries of an item. multiple lines must be used. The date is used by MRP to identify when the item will be coming into inventory. It is also used to judge delivery reliability in the analysis of supplier performance.

Tip TIP: Besides individually setting the date of line items, there is a way to set all line items in one go to a particular date or even a date calculated in a custom algorithm. In this case all the above restriction and price calculations are by-passed. This is the process:

  1. Right-click on the date field.
  2. Select Date Calculator, or choose that from the ScratchPad main menu.
  3. Calculate a date so it appears in the calculator result (below the Today button).
  4. Click on that result date and drag-and-drop it onto the list of job line items.

Customisation CUSTOM CAPABILITY: The above date drag-and-drop can be intercepted by oCustom1.$PolDateDrop method which takes the date, document header row and item list as parameters. You could devise a sophisticated re-dating algorithm here to bypass the default behaviour of the drag-and-drop mechanism. There are other possible uses this feature could be put to.



Show Extra Part Text

To show the purchase extra text for part numbered line items. You will be able to change the texts. It opens the Part Purchase Texts window.

Supplier Parts Details

To open the Purchase Parts Maintenance window.

Note NOTE: If no part line is selected, a list of all purchase parts for the order supplier will be listed. Double-clicking on a subsequent part will add it to the Parts Scratchpad that can be used to drag and drop it back onto the order. This technique can be used before any items have been added to the order.

Back to top


Purchase Order Line Item Maintenance - Additional pane

Additional details for the selected order line item.



Order Quantity

Purchase Order Line Items. Ordered quantity in stock units of measure. {POLFILE.POLQTY number 3dp}

Buy UoM

Purchase Order Line Items. Purchase unit of measure. {POLFILE.POLPUUM char 6}

Undelivered Quantity

Purchase Order Line Items. Balance due in purchase unit of measure. {POLFILE.POLBAL number 3dp}

This is an automatically maintained field that shows a value of any outstanding quantity, in Buy UoM, still due for delivery. This provides for multiple deliveries of the line item. If the Ordered Quantity is increased, so will the Undelivered Quantity.

Buy UoM Multiplier

Purchase Order Line Items. Multiplier (Stock UM * Multiplier = Purchasing UM). {POLFILE.POLMULT number 4dp}

This is the conversion multiplier to calculate the stock units quantity from the purchase units quantity. Default data for this field is provided from the Purchase Parts record for this Part and this Supplier, if there is a record. The value must be greater than 0.0000 and will be set to 1.0000 for non-part items and when the Buy UoM is syntactically identical to the Stock UoM.

Stock Unit of Measure

Parts Master. Standard stock unit of measure. {PTMFILE.PTMSTUM char 6}

Ordered Quantity in Stock UoM

The quantity ordered in stock units of measure. This will be equal to the ordered quantity in buy units of measure times the buy unit of measure multiplier.

Purchase Account

Purchase Order Line Items. G/L posting account code. {POLFILE.POLACCO char 10}

This field is of specific importance when your program license includes the Ledgers option. It provides for the selection of a purchase type General Ledger account for the posting of the purchase item during supplier invoice verification. However, it can also be used for PO and history report selection. It defaults to the purchase account for the part or the default account for purchases. If you have Ledgers, and no account is entered the default part purchase account will be used. If you do not have Ledgers, you can enter any 10 upper case character code.

Note NOTE:You can additionally have a list of G/L account group cost centres to select from by using the option optPOShowCostCtrList.

Part Standard Cost

For part number items, this shows the standard material cost for the buy unit of measure.

Part Standard Order Value

The value of the ordered quantity based on the parts standard material cost.

Cost per Buy Unit

Purchase Order Line Items. Cost per purchase unit of measure. {POLFILE.POLCOST number 4dp}

Order Value

The ordered quantity value of this purchase line item.

Ordered Date

Purchase Order Line Items. Original supplier promised due date. {POLFILE.POLDATO date date1980}

Latest Expected Date

Purchase Order Line Items. Latest expected date. {POLFILE.POLDATX date date1980}

Update Purchase Part file on receipt of item

Purchase Order Line Items. Purchase part file update on receipt flag. {POLFILE.POLPPTU boolean}

If the System Manager System Preferences have been set to permit automatic update, the checkbox is by default checked for an item with a valid part number. When checked, the Purchase Part record will be updated with the PO item data when received. If there is no record, one will be created. If you un-check this control for a line item, no change to the Purchase Parts file will be made.

MRP to ignore

Purchase Order Line Items. Ignore in MRP flag. {POLFILE.POLMRP boolean}

Material Requirements Planning takes account of the orders you have placed when assessing the future inventory and when making recommendations for further orders or changes to existing ones. MRP recommends cancelling, pushing and pulling existing Purchase Orders where it assesses such action is needed. In the case of part order line items being placed for parts that will not be the subject of any demand seen by MRP, it will recommend a cancellation of the order item. If you have placed this order for a good reason, this can be annoying and potentially disruptive if the recommendations are followed. If you check the MRP to Ignore option, MRP will ignore the supply that the order implies. MRP results will not show the order receipt and the order quantity will not be included in the predicted stock quantities.

Note NOTE: For order items of Outwork Assembly type parts, MRP will consider the demand for kit parts needed by the supplier for the order, however, it will ignore the projected receipt of the assembly from the supplier. This applies on Requests for Quotation as well.

Tip TIP: You can use this feature to artificially increase the supply temporarily of a component when you do not wish to permanently change the Re-Order Quantity of the part.

Outwork Kitted Date

This is not shown on this window but it can be viewed in some line item reports. If the item part is an Outwork Assembly, this date field will contain the date on which outwork kitting was performed, otherwise it will be blank. With ordered outwork assemblies, receipt from the supplier can only occur after kitting.

Back to top


Purchase Order Line Item Maintenance - Planning pane

Planning implications of the purchase for a part.



Current Quantities

For details see the Parts Current Quantity subwindow.

Period Usage

See the Parts Usage subwindow for details.

Note NOTE: Outwork Assemblies will show as Due from W/POs and kit components will be Allocated to WOs until they are issued. PO Kit assemblies, on the other hand, will not show as Due from W/POs but their kit components will, as they are the items that will be received into stock.

Back to top

See also: –

Compiled in Program Version 5.10. Help data last modified 4 Jun 2012 04:48:00.00. Class wPolMaintSub last modified 10 Oct 2017 11:48:30.

Was this article helpful?

Related Articles

Get started.

Try our state-of-the-art ERP Manufacturing Software today.