Managing Line Items

Add and manage items on your purchase order.

Adding Items

Items can only be added when the PO is in Draft or Sent status.

Add Item Manually

1. Click Add Item in the Item Details section
2. Fill in the item details:

Field	Description
Item Name	What you're ordering
Description	Additional details or specifications
Quantity	How many units
Unit Cost	Price per unit
Cost Code	Category for job costing
Link	Optional URL to product page

3. Click Add to save the item

Add Items from Estimate

Pull items directly from the project estimate:

1. Click Add Items from Estimate
2. Browse items by cost code category
3. Select items to add using checkboxes
4. Click Add Selected Items

Items are added with:

• Name from the estimate item (or selection's client-friendly name if available)
• Description from the estimate item
• Quantity calculated as: item qty × assembly qty
• Cost from the estimate item price
• Tax calculated from the estimate item tax percentage
• Cost code from the assembly category

From a Vendor Quote

When creating a PO from an approved vendor quote, items are automatically populated from the quote.

Editing Items

Click on any field in an item row to edit:

• Item name
• Description
• Quantity
• Unit cost
• Cost code

Changes save automatically when you click outside the field.

Read-Only Status

Items cannot be edited once the PO is in Receiving, Declined, or Received status.

Deleting Items

1. Click the delete icon on the item row
2. Confirm the deletion

Items can only be deleted when the PO is in Draft or Sent status.

Item Fields

Field	Description
Name	Primary item identifier
Description	Detailed specifications or notes
Qty	Number of units ordered
Unit	Unit of measure (Each, LF, SF, etc.)
Unit Cost	Price per unit
Extended Cost	Calculated: Qty × Unit Cost + Difference
Cost Code	Category for job cost tracking
Link	URL to product page or vendor catalog

Special Line Items

Sales Tax

Tax amounts can be added as a line item named "Sales Tax". This item is excluded from the subtotal calculation and displayed separately in totals.

Shipping

Shipping costs can be added as a line item named "Shipping". This item is excluded from the subtotal calculation and displayed separately in totals.

Difference

When a PO is created from a quote, a "Difference" line item may be added to account for any variance between the quote total and PO total.

PO Totals

The totals section shows:

Total	Calculation
Subtotal	Sum of all item extended costs (excluding Tax, Shipping)
Tax	Sum of "Sales Tax" line items
Shipping	Sum of "Shipping" line items
Total	Subtotal + Tax + Shipping

Linking to Estimate Items

When items are added from an estimate, they maintain a link to the original estimate item. This enables:

• Comparison between estimated and actual costs
• Tracking of variance from estimate
• Job cost reporting accuracy

Receiving Progress

Once a PO enters Receiving status, each line item tracks:

• PO Qty - Original quantity ordered
• Received Qty - Quantity received so far

Status indicators:

• Not Received - No items received yet
• Partially Received - Some items received
• Received - Full quantity received

See Receiving Items for details on the receiving process.