Purchase Order - Purchase Order Items

Data fields

These data fields are captured or displayed on the Purchase Order Items for Purchase Order window.

Field	Description/Setting
Item Type	Possible values are: Stock Item Coded Non-Stock Item Contractor Item Direct Purchase Item
Warehouse Code	Only for a Stock Item (Warehouse Item).
Item	Only mandatory for a Stock Item (Warehouse Item). The Code for an item of the selected Item Type.
Item Description	The Item Description is displayed. For Contractor Items and Direct Purchase Items this defaults to the Item Description specified for the Work Order Task Spares Item.
Qty Ordered	The number of units ordered from the Supplier defaults to “1”.
Unit of Measurement	The Stock Item’s unit of measurement.
Unit Price (Source Currency)	The price per unit in the Supplier’s currency.
Total Price (Source Currency)	The total price for the Qty Ordered in the Supplier’s currency.
Applied Conversion Rate	The conversion rate from the Source Currency into the Site Currency.
Source Currency	The code that identifies the Supplier’s Currency.
Total Cost (Source Currency)	The total cost for the Qty Ordered in the Site Currency.
Site Currency	The code that identifies the Site Currency.
Required on	The date on which the item is required for a Work Order. For Stock Items, defaults to 7 days after the date on which the Purchase Order is placed. For Coded Non-Stock Items, Contractor Items and Direct Purchase Items this is the Required On date specified for the Work Order Task Spares Item. Defaults to the current date if the Purchase Order is added manually.
Qty on Hand	The number of units of the Stock Item that are in the Warehouse.
Qty Received	The number of units that have been received from the Supplier.
Qty Available to Receive	The number of units that are available is calculated as [Qty Ordered - Qty Received].
Qty Credited	The number of units that were returned to the Supplier.
Discount %	The Discount % for the Supplier is specified on the Purchase Order edit window but can be changed. For example ‘0’ or ‘5’.
Total after discount (Source Currency)	The total cost after discount for the Qty Ordered in the Site Currency.
Tax %	The sales tax percentage for this item defaults to the Default Tax% specified on the Details tab. The Tax amount after discount and Total amount in the Supplier’s Currency are displayed.

Please note!

A Purchase Order for Stock Items is linked to a Work Order.
When the Purchase Order Items are saved, the User’s Maximum Order Amount (on the User - Purchases tab) is checked to ensure that the total Qty Ordered for all items does not exceed the User’s Maximum Order Amount.
If the total cost of the Qty Ordered for all Stock Items exceeds the User’s Maximum Order Amount for Stock Items then an error message is displayed, informing the user to redefine the Qty Ordered values for the Stock Items in order to reduce the total cost of the Stock Items to a value that is equal to or below the User's limit.

Business rules

A Stock Item must be stored in the specified Warehouse.
A coded non-stock item must be stored in the specified warehouse AND an existing requisition must exist when enabling requisitions
A coded non-stock item must be stored in the specified warehouse AND there must be an existing and approved work task spare for this item when disabling requisitions
A Contractor Item must be supplied by the specified Supplier.
A direct purchase item must be supplied by the supplier AND there must be an existing requisition when enabling requisitions
A direct purchase item must be supplied by the supplier AND there must be an existing and approved work task spare for this item when disabling requisitions
Qty Ordered must be less than or equal to the Qty Required.’
A Stock Item, Coded Non-Stock Item, Contractor Item or Direct Purchase Item cannot be deleted if the Purchase Order’s Status is “Approved”, “Closed” or “Placed”.
A Stock Item, Coded Non-Stock Item, Contractor Item or Direct Purchase Item cannot be cancelled if the Purchase Order’s Status is “Placed”.

What can I do?

These non-standard tools are available.

Click…	To…
	Select and add multiple Stock Item records to this Purchase Order.
	Select and add multiple Coded Non-Stock Item records to this Purchase Order.
	Select and add multiple Direct Purchase Item records to this Purchase Order.
	Select and add multiple Contractor Item records to this Purchase Order.

More information

Refer to Add Purchase Order Items to a Purchase Order.