The items tab displays all the line items for the current purchase order. The top part of the window displays summary information about the line items. The bottom left hand side of the items window displays the details about the currently highlighted line item. The bottom right hand side of the items window displays summary information about the stock item for the currently highlighted line item.
The fields on the items tab are:
Line Number - This is the number for this line item. This number is system generated, and cannot be edited.
Stock Item - This is the stock item for this line item. You can select the stock item for this line item by using the stock item drop down list. You can view this list in either item code or description order by using the option buttons next to the stock item drop down list. You must select a stock item for each line item.
Comments - This is the stock item comments. This field is displayed by the system once you have selected a stock item, and it cannot be edited from this tab.
Special Instructions - This field allows you to enter any special instructions that might be necessary for the line item. These instructions are printed on the Purchase Order Attachment.
Quantity Ordered - You can enter the number of order units of the stock item that you want to order. When you select a stock item for the purchase order item, the system will automatically default the quantity ordered to the minimum order quantity for the stock item. You must enter a Quantity Ordered.
Quantity Due - This is the number of order units of the stock item that have not yet been delivered. The Quantity Due must have a value in the field (even if the value is zero).
Cost - This is the cost of this line item. The costs for each line item are totaled to give the overall cost of the purchase order. The cost of each line item is also used to calculate the average price per issue unit for the stock item. You must enter the line item cost.
Date Due - This is the expected delivery date of the stock for this line item.
Quantity Delivered - This is the actual quantity of stock that has been delivered for this line item. This field is updated by the system when a delivery is made against this line item. You cannot edit this field from this tab.
Order Units - This is the order units for the stock item. This is displayed by the system when you select a stock item for the line item. This value cannot be edited from this tab.
Issues per Unit - This is the number of issue units per order unit for the stock item. This is displayed by the system when you select a stock item for the line item. This value cannot be edited from this tab.
The system also displays the stock item summary details. These details are for display only. The stock item summary details are:
Total Stock - This is current quantity of the stock item on hand, measured in issue units.
Due In - This is the total number of issue units of the stock item that are on order but not yet received. This field is calculated by the system from the purchase orders in the Stock Module.
Due Out - This is the total number of issue units of the stock item that have been requested but not yet issued. This field is calculated by the system from the requests in the Stock Module.
Balance - This is the total stock on hand plus the dues in minus the dues out minus awaiting requisitions.
Stock Value - This is the total stock on hand multiplied by the Average Issue Unit Price.
Adding a Purchase Order Line Item
Printing the Purchase Order Attachment