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: the selection's client-facing name if the item has one; otherwise, for an item added from the item catalog, the catalog item's label; otherwise the estimate item's name
• Description: the selection's details (manufacturer, model, color, style, size) if the item has a selection, otherwise the estimate item's description
• 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

The Name column in the picker shows the name each line will be saved with. The one exception is a catalog item with no selection name: the picker shows the estimate item's name, and the line is saved with the catalog label.

Using the estimate item's own name on vendor documents

A selection's name is written for the homeowner, which is not always the right label for a vendor or for QuickBooks. ReadyBuild support can turn on a company setting so that purchase order and quote lines added from the estimate always use the estimate item's own name and description, even when the item has a selection or came from the item catalog. With the setting on, the picker shows exactly the name that will be saved. Contact ReadyBuild support if you want it turned on. It does not change invoices or credit memos. Lines already on a purchase order pick up the new rule the next time their selection or estimate item changes.

Long names and partial failures

A purchase order line holds up to 150 characters for the name and 255 for the description. Longer values are shortened to fit, and the line is still added.

Every line needs a name. If some of the selected items can't be added (for example, an estimate item with no name while the setting above is on), the ones that could are added and appear on the purchase order. An error message says how many items failed and why, for example 1 of 2 items couldn't be added to the Purchase Order. Name cannot be blank. Fix the cause, then add only the items that failed.

Keeping names in sync

While a purchase order is in Draft, its lines follow where they came from. When someone renames the selection or changes its details (manufacturer, model, color, style, size), or renames the estimate item or edits its description, ReadyBuild updates the matching lines. Once the purchase order is sent, its lines keep the names the vendor received.

An update replaces the line's name and description, including any you edited on the purchase order by hand. If the source has no name at all (for example, a blank selection name on an item with no name of its own), the line keeps the name it has.

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.