How to Add or Edit Purchase Order Line Items

Description: Use the Purchase Order Line Items section to specify the goods or services being purchased. Line items define quantities, pricing, discounts, tax codes, and other essential details required for accurate procurement and job costing.

Step‑by‑step instructions

Before starting, ensure you have created or opened a Purchase Order in PO › Purchase Orders.

1. Use the Line Item Toolbar

Add: Add a new line item to the purchase order.

Edit: Edit an existing line item. Double‑click the item or select it and click Edit.

Delete: Remove the selected line item.

Import: Import line items from an external file. See Importing Data Files for more information.

History: View the audit history for the purchase order. See Audit History for details.

2. Enter Basic Line Item Details

Line No: Automatically assigned, starting from 100.

Product Code: Select a product code from predefined options. Example: PR001 – Topsoil Set up product codes: Purchase Orders › Products

Qty: Enter the quantity being ordered. Example: 25

Unit: Select the unit of measure. Example: M3 – Cubic Metres Set up units: Setup › Codes Setup › Unit of Measure

3. Use the Factor for Bulk Pricing

The Factor field is used when items are priced in bulk (e.g., per 1,000 units).

Example: Price = $473.50 per 1,000 units Order = 200 units

Calculation:

Using a factor avoids rounding issues and ensures accurate pricing.

4. Enter Pricing and Discounts

Unit Price: Enter the unit cost (net of GST). Example: 100.00

Discount Percent: Enter a percentage discount. Example: 10 (10% discount)

Discount: Enter a dollar‑value discount. Example: 150.00

Value: Automatically calculated as: Unit Price × Qty

5. Control Price Variations

Discrepancy Percent / Amount: Set how much the invoiced price may vary from the ordered price.

Example: Estimated price = $50 Allowed discrepancy = 10% Invoice up to $55 is acceptable.

Invoices exceeding the allowed discrepancy are automatically placed on hold.

6. Apply Tax Codes

GST Code: Enter the tax code for the item. Example: STD‑AP – Standard GST (input)

7. Use Summary‑Only Mode (If Required)

Summary Only: Used for subcontractor schedules where detailed breakdowns exist. Select Summary Only to print or value the item at a summary level.

8. Add a Reference Number

Ref No: Optional reference field for identifying or cross‑referencing the line item.

Next steps

• Click Save to save the purchase order. Saved orders can be edited.
• Click Submit to send the order to the approval workflow. Submitted orders cannot be edited.
• Once approved, click Email to send the purchase order to the supplier.

Related Articles

• How to Add or Edit a Purchase Order