The line items of a PO designate the parts/pieces on order and have a life all their own withing within the PO. Each part and its desired quantity 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.
| Table of Contents |
|---|
Field Descriptions
| Panel | ||||||||
|---|---|---|---|---|---|---|---|---|
| ||||||||
Denotes an editable field |
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 four additional sub tabs for information pertaining to that specific line.
Lines Primary Info panel
...
🔓 Bulk Actions Link - Link used when receiving multiple lines of inventory from a PO Select All - Check Box can be used to select all lines (or you can select individually). This allows you to perform Bulk Actions including receive, reverse, move, or remove action for multiple lines at the same time within the purchase order
Refer to Bulk Actions for more information on using the bulk actions feature
Refer to Receiving Lines for information on
receiving lines
🔓 Add Line Link - Used to add additional lines to the purchase order
Adding-a-Line Adding-a-Line Refer to
Anchor Purchase Order Lines 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
Receive -This allows you to receive an individual line
Line Total - Total cost for the line item
Line Info Tab
...
🔓 Price - The total cost for the line item is editable using the edit link
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 is editable using the edit link
Received - Quantity received for this line item and is driven by the receive function
🔓 Freight - Total freight charges posted for this line item is editable using the edit link
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 Delete Link - Allows a user to post receipt of the item to Delete the line from 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
| Info |
|---|
Items are editable using the edit link that appears on the line info tab. |
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:
...
Click the Add Line link in the Line Info Tab
...
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
A part of file will have all relevant fields from the part file pull into the details for the PO
...
In the Line Detail Panel enter any of the items below that are applicable and not pulling in from the part file
Vendor X-Ref - this is the vendor’s part number and will pull in if included in the part file
SIC Code - If system switch 20 in Parts Parameters is set up
In the Order Info Panel add the Order Quantity
Add the following if applicable to the order
...
Account Number if using Account numbers to denote a general ledger account number for accounting purposes
...
Work Order Number the part should be assigned to upon receipt
...
...
Order Price if not defaulted in from the part file
...
Add any pertinent Line Notes needed for the order
...
Click Save
...
Add any attachments that are necessary at the time of adding the line via the attachments tab
| Warning |
|---|
POs using PO Approvals cannot have lines added without going through the approval process again |
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