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The line items of a PO designate the parts/pieces on order and have a life all their own withing the PO. Each part is represented on an individual line. This document will walk you through how to add, edit, or delete a line from a PO as well as provide descriptions for each of the sections and tabs contained within a line.

Refer to Purchase Orders TOC for articles on moving/transferring lines and receiving items for lines.

Field Descriptions

The various lines added to a PO will be visible in the Line Items Tab. Each line has its own relevant information and each line will contain for additional sub tabs for information pertaining to that specific line.

Lines Primary Info panel

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• 🔓 Bulk Actions Link - Link used when receiving multiple lines of inventory from a PO

  • Refer to Receiving Lines for information on using this button

• 🔓 Add Line Link - Used to add additional lines to the purchase order

  • Refer to

    Anchor
    Adding-a-Line Adding-a-Line

    in this document for instructions on adding a line

• Line Number - The number of the line within the PO

• Part Number - The number assigned to the part in the RTA Part File

• Vendor Part Number - The vendor part number assigned in the RTA Part File

• Description - The part description as listed in the RTA Part File

• Status - The status of the line

  • Open - no quantities have been received

  • Partial - some quantities have been received and others are pending

  • Closed - all quantities received or moved

• Line Total - Total cost for the line item

Line Info Tab

• Price - The total cost for the line item

• Unit - The unit of issue for the part as designated in the RTA Part File

• On Order - Quantity currently on order for this line item

• Received - Quantity received for this line item and is driven by the receive function

• Freight - Total freight charges posted for this line item

• Move Link - Allows a user to remove the line from this PO to a new PO

• Delete Link - Allows a user to Delete the line from the PO

• Edit Link - Allows a user to make edits to the line

• Receive Button - Allows a user to post receipt of the item to the PO

WO Info Tab

• 🔓 Work Order - Work Order Number that the part may be applied to upon receipt

  • This will post it to the WO automatically upon receipt saving time during the WO posting process

• 🔓 Work Order Line - Work Order Line number from the stated work order where the part should be posted upon receipt

View Notes Tab

• 🔓 Line Notes - Specific Line Notes can be entered and will appear here

Attachments Tab

• 🔓 Line specific attachments can be added, edited, and viewed here

Adding a Line to a PO

Lines can be added to a PO using the following process:

1. Click the Add Line link in the Line Info Tab

2. Select an available part number from the drop down or enter in a part not on file and it NONFILE will display to the right of the dropdown

   1. A part of file will have all relevant fields from the part file pull into the details for the PO

3. In the Line Detail Panel enter any of the items below that are applicable and not pulling in from the part file

   1. Vendor X-Ref - this is the vendor’s part number and will pull in if included in the part file

   2. SIC Code - If system switch 20 in Parts Parameters is set up

4. In the Order Info Panel add the Order Quantity

   1. Add the following if applicable to the order

      1. Account Number if using Account numbers to denote a general ledger account number for accounting purposes

      2. Work Order Number the part should be assigned to upon receipt

      3. Work Order Line of the assigned work order number where the part will post upon receipt

      4. Order Price if not defaulted in from the part file

5. Add any pertinent Line Notes needed for the order

6. Click Save

7. Add any attachments that are necessary at the time of adding the line via the attachments tab

Editing an Existing PO Line

To edit a line, click the edit link in the Line Info Tab and edit fields that are editable.

• Part Number

• Vendor Xref

• Manufacturer

• Issue Unit

• SIC Code

• Order Qty

• Order Price

• Account Number

• WO Number/Line

• Freight

• Taxable Flag

Deleting an Existing PO Line

Will remove the lines from the PO, but still show a record of them having existed at one point. After deletion, the only action available will be to undo deletion.

To delete a line, click on the line in the PO and click Delete.

Related Articles:

Attachments in RTA Web

Work Orders in RTA Web

PO Approvals in RTA Web

Blanket POs in RTA Web

Receiving Lines in RTA Web