Creating Purchase Order Lines

You can manage purchase order lines from the Purchase Order Line Items grid on the Line Items tab of a purchase order. When you create a new purchase order, an empty row is added by default to the grid for you to complete it. Add a line for each of the goods or services that you want to include in the order.

To add a new line to the purchase order:

  1. Click .
  2. Complete the purchase order line fields as required. For more information, see Purchase Order Fields.
  3. Repeat the two previous steps for each line that you want to add.
  4. Click Save.
Notes:
  • Purchase order lines for internal purchase orders require a warehouse. If you didn't specify one on the Ship to Warehouse field of the purchase order, ensure you specify one for this field on the purchase order lines.
  • You cannot add, edit, clone, or delete lines once the purchase order has a status of "Approved".
  • If you track inbound and outbound serial numbers or use serial number control for an item, you may encounter Salesforce governor limits if you create a receipt for a purchase order line that has a purchase quantity of more than six digits. If your purchase quantity exceeds six digits for a line item, create multiple purchase order lines to avoid an error message when you create the purchase order receipt.
  • If you are using a multiple currency org, we recommend that you do not add the Currency picklist field to layouts on the Purchase Order Line Item object because the field has no function on these layouts. If you add the Currency picklist field to these layouts and attempt to select a line level currency from the picklist that is different to the header currency, the line item currency will automatically reset to the header currency when you save the line item.
  • A category is a product group that has been predefined as a category. Only product groups that are marked as categories are available for selection in the Category lookup field.

  • If you use the Accounting Connector to export AP vouchers to Accounting, ensure an account has been specified in the Purchase Analysis Account for Category field of the product group that you are using as a category, otherwise you will get an export error. Any account that you might define in the General Ledger Account field of a category purchase order line item is ignored and only the account specified in the Purchase Analysis Account for Category field is considered in the export.

  • Any value that you specify in the Item Being Procured field of a category purchase order line item is ignored when exporting the corresponding AP voucher to Accounting. This is to ensure that category purchase order line items are always exported to Accounting as payable invoice expense lines.
  • You cannot use the following actions on a category purchase order line item:
    • Apply
    • Associate Inv

Unlike other purchase order line types which can only be received by quantity, purchase order line items of type "Category" and type "Description" can be received either by quantity or amount.

Note:

Only purchase order line items of type "Category" or type "Description" can be received by amount.

To create a purchase order line item with amount-based receiving

  1. On the purchase order record page, click New in the Purchase Order Line Items related list. On the Purchase Order Line items Lightning page, click .
  2. Select the "Category" or the "Description" record type depending on the type of line that you want to create. For more information about purchase order line types see, Purchase Order Line Types.
  3. Click Next.
  4. For description purchase order line items, enter a description in the Description field. For category purchase order line items, select a category for the Category field.
  5. Select the Receive by Amount checkbox.
  6. In the Quantity field, enter the quantity of the goods or services that you want to purchase.
  7. In the Unit Cost field, enter the cost of one unit of the goods of services that you are purchasing.
  8. In the Supplier Commitment Date field, enter the supplier commitment date.
  9. In the Supplier Current Promise Date field, enter the supplier current promise date.
  10. [Optional] Complete the remaining fields. For more information, see Purchase Order Fields.
  11. Click Save.
Notes:
  • By default, category and description purchase order line items are received by quantity. They are only received by amount if you select the Receive by Amount checkbox.
  • You can only receive a purchase order line item by amount if:
    • The status of the purchase order line item is not "Partially Received", "Closed", or "Cancelled".
    • The status of the associated purchased order is not "Approved", "Closed", "Cancelled", "Submitted for Approval", "DisApproved", "Drop Ship Submitted for Approval", or "Drop Ship Approved".

Editing Purchase Order Lines

To edit an existing line:

  1. Double-click the cell you want to edit and enter a new value.
  2. Repeat the previous step for each field that you want to modify.
  3. Click Save.
Tip:

To discard unsaved changes in the grid, click Cancel and then confirm you want to discard the changes by clicking Discard.

Note:

If a line has errors, click Error icon to display the error message.

Cloning Purchase Order Lines

To clone lines:

  1. Select the lines that you want to clone.
  2. Click Clone lines.
  3. Click Save.
Tip:

To discard unsaved changes in the grid, click Cancel and then confirm you want to discard the changes by clicking Discard.

Note: The button to clone lines is only enabled when you have lines selected.

Deleting Purchase Order Lines

To delete lines:

  1. Select the lines that you want to delete.
  2. Click Delete lines. A confirmation message displays.
  3. Click Delete.
  4. Click Save.
Tip:

To discard unsaved changes in the grid, click Cancel and then confirm you want to discard the changes by clicking Discard.

Note:

Clicking Delete deletes any selected lines. This includes lines that might not be visible after using a search term to filter the displayed lines.