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Purchase and insertion orders contain one or more line items. These line items include the actual dollar amounts of the items you're buying, in addition to specifications about the item itself. Each item you order on a PO can be edited anytime. These line items appear on the printed purchase order.

Line items and their amounts can be edited after a new purchase order is added and saved. Every line item can have a job number and task to track a job cost; each line item updates the job task separately. Each line item on a purchase order can contain a different job or task, if needed. Line items can also contain production specifications written specifically for the vendor, which appear on the printed purchase order.

The markup on an existing PO line item won't be automatically changed under any circumstances, which is the way its supposed to work (it preserves the markup that was entered when the line item was added). This is true even if you change the task. The markup is only calculated if the line item didn't have one originally.

To edit purchase order amounts

1 From the Purchase Order web page, find a purchase order.

2 Click on the line item you wish to edit the amounts for.

The Edit Purchase Order Amount web page opens, listing the line item's details. Every order amount (i.e., line item) has a line number that identifies the amount.

3 Make any necessary changes, then click Save.

Line number The line number is crucial for job costing, since it links the order amount with the vendor's invoice in Accounts Payable. It is also used for sorting amounts on the printed invoice. You can enter any line number, but don't use the same line number twice.

Job and task Every line item (i.e., order amount) needs a job number and task to indicate which job ticket should be updated by this purchase. When the line item is saved, the cost amount increases the job task's committed balance -- showing that you've ordered something from a vendor. If this purchase isn't for a job ticket (ie., overhead), enter the word NONE instead of a job number.

Quantity, Description, cost each, and unit The quantity, cost each, and unit of measure describe the item you're ordering. These fields are optional, and will only appear on detailed purchase order forms (the detailed form setting can be changed later in the Options web page). The quantity can be useful for ordering printing (such as 10,000 copies of a brochure). The unit cost can be up to four decimal places, which is useful for specifying small costs. Unit indicates the unit of measure, such as per thousand, each, lot, or other measure.

Net cost, markup, and gross amount The net cost is the amount you're actually paying for this item, before markups and commissions. The net amount updates the net POs total on job tasks. Vendors only see the net cost amount on purchase orders. The markup is copied from the vendor account, but is replaced by the job task's markup (if one is entered). The markup is used to calculate the gross, or billable, amount. Vendors don't see the markup percentage. Gross is the amount that eventually will be billed to the client. It is calculated as the net cost times the markup, but can be changed as needed. The gross amount increases the gross POs total on the job ticket. Vendors don't see the gross amount, since it includes commissions.

If you bill a purchase order, the gross amount -- not the cost amount -- is copied to the client's invoice. To make a purchase order unbillable, don't enter a markup or gross amount. Instead, enter a net cost amount only.

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