Where to find PO line item details
Every purchase order has an Order Items tab that shows a row for each SKU on the order. To get there:
- Go to Inventory → Purchase Orders in the left navigation.
- Click any PO number to open its detail page.
- Select the Order Items tab.
You can also view line items across all POs at once from the Line Items sub-tab within the Purchase Orders section. This cross-PO view works the same way but includes extra columns for Supplier, Warehouse, and ETA so you can compare lines from different orders side by side.
Quantity columns explained
| Column | What it shows |
|---|---|
| Ordered | How much was ordered on this line, in the unit of measure shown in the UOM column. |
| Shipped | How much has been placed on outbound shipments so far. |
| Received | How much has been received across all posted receiving reports linked to this line. |
| Remaining to receive | Ordered minus Received. Tells you what is still expected in. A negative number means more arrived than was ordered. |
| Remaining to ship | Ordered minus Shipped. A negative number means more was shipped than ordered. |
| Qty Billed | How much has been linked to vendor bills (visible when your account has billing enabled). |
Note: All quantities are in the unit shown in the UOM column for that line (for example, Cases or Eaches). Received quantities are pulled directly from your posted receiving reports — a line shows 0 until at least one receiving report is posted.
Shipped-vs-received variance warning
If the quantity shipped and quantity received differ by more than 5%, a warning icon (⚠) appears on that line. This is a prompt to investigate whether goods were counted correctly on receipt.
Line Status
The Line Status column gives you a quick fulfillment snapshot for each line:
- Awaiting Shipment – nothing shipped yet
- Partially Shipped – some quantity is on a shipment
- Shipped – all ordered quantity is on shipments
- Partially Received – some quantity has been received
- Fully Received – all ordered quantity has been received
You can filter by Line Status using the column's filter control to quickly isolate lines still outstanding.
Cost columns
Cost columns are visible to users with unit-cost viewing permission:
| Column | What it shows |
|---|---|
| Unit Cost | The per-unit purchase price for this line. |
| Line Total | Unit Cost × Ordered quantity. |
If your account tracks multiple currencies, each row's cost is labelled in the currency of the parent PO.
Drilling into receipts and shipments
Two columns link directly to the underlying records:
- Receipt(s) – shows the ID of every receiving report that includes this line. Click a receipt ID to open the receiving detail view.
- Shipment(s) – shows the reference number of every inbound shipment that includes this line. Click to open the shipment record.
Optional columns
The Expected Ship Date and Expected Arrival Date columns are hidden by default on a single PO's Order Items view (the cross-PO Line Items grid shows them). To show or hide them:
- Click the Columns button (or open the Columns panel on the right side of the grid).
- Toggle the columns you want on or off.
Your preference is saved automatically and will persist the next time you open the view.
Exporting the line item grid
An Export button in the page header lets you download the current filtered view. The export respects any filters, sorting, or column visibility you have applied.
Related articles
- SOP: Bulk Receiving via Line Item View — step-by-step guide to receiving goods directly from the Line Items tab.
- Why did the Received quantity change on my purchase order lines? — explains how the Received figure is calculated from posting receiving reports.
- How do I set or edit expected ship and arrival dates on individual purchase order line items?