Creating Purchase Order Lines

There are several types of purchase order lines that you can add to a purchase order depending on the type of item or service being purchased.

Add a line to the purchase order for each of the goods or services that you want to purchase:

  1. On the purchase order record page, click New in the Purchase Order Line Items related list.
  2. Select the type of purchase order line that you are creating. See Purchase Order Line Types.
  3. Click Next.
  4. Specify the goods or services that you are purchasing. Depending on the selected line type, one of the following fields will be displayed: Item Being Procured, Service Being Procured or Description.
  5. In the Quantity field, enter the quantity of the goods or services that you want to purchase.
  6. In the Unit Cost field, enter the cost of one unit of the goods of services that you are purchasing.
  7. In the Supplier Commitment Date field, enter the supplier commitment date.
  8. In the Supplier Current Promise Date field, enter the supplier current promise date.
  9. [Optional] Complete the remaining fields. For more information, see Purchase Order Fields.
  10. Click Save.
  11. Repeat these steps until you have created the required purchase order lines.

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 line.

Note: 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.
Note: We recommend that you do not add the currency picklist to the line item layout in a multiple currency org because it has no function on the line item layout. If you add the currency picklist field to the line item layout 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.

To create a purchase order line for purchases based on categories:

  1. On the purchase order record page, click New in the Purchase Order Line Items related list.
  2. Select the "Category" record type.
  3. Click Next. The New Purchase Order Line Item: Category window opens.
  4. In the Category field, enter the category for the purchase order line item. This category corresponds to a product group that has been set as a category. Only product groups that are marked as categories are available for selection.
  5. In the Quantity field, enter the quantity of the goods or services that you want to purchase.
  6. In the Unit Cost field, enter the cost of one unit of the goods of services that you are purchasing.
  7. In the Supplier Commitment Date field, enter the supplier commitment date.
  8. In the Supplier Current Promise Date field, enter the supplier current promise date.
  9. [Optional] Complete the remaining fields. For more information, see Purchase Order Fields.
    10. Note: 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.
  10. Click Save.
Notes:
  • 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.
  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".