Adding and Managing Line Items on an Order

Line items define the products, services, and charges that make up a customer order. Each line contributes to the order total and may affect inventory, purchasing, and job costing..

This article explains how to add, edit, and manage order lines using the Line Toolbar in Order Entry.

Before You Begin

Before working with order lines, confirm that:

• The Customer, Job, and Location fields in the order header are complete.
• Your user role has permission to add or edit order lines.
• Product pricing and cost information are correctly configured in the Product or Inventory file.

For field-level details, see Line Information Reference (Quotes, Orders, and Claims).

Line Toolbar Overview

The Line Toolbar at the bottom of the Order Entry screen provides tools for adding, editing, and managing line items.

In addition to standard line functions such as Insert, Change, Split, and Combine the Orders toolbar includes these order-specific options:

Button	Function
Adjust Status	Updates the status of individual lines (e.g., Ordered, Received, Backordered).
Move	Transfers a line to another order or job.
PO	Creates a Purchase Order for the selected lines(s).
View PO	Opens the linked Purchase Order record for review.
Ship - To	Assigns or edits the shipping address for specific line items.

Insert a Line Item

1. Select Insert, , on the Line Toolbar.
   The Adding Customer Order Line window opens.
2. Enter the line information manually, or use one of the Order Line Assignment buttons to select from your catalog: Roll Inventory, Item Inventory, Roll Products, Item Products, Services, or Unreferenced.
3. If selecting from the catalog, the Product Browse window appears. Search for the product or service and click Select, , to import its information into the Add Line window. 
4. Enter a quantity.
   • For roll products, enter a roll length in the Length field or an area in Quantity.
   • For item products or services, the quantity depends on the selling unit (e.g., square feet, square yards, each, box).
   • The system calculates the price based on the quantity.
5. Review the order-specific line options as needed.
   • Status lets you assign a line status such as None, Cut, Reserved, or Gen PO.
   • Reference Line lets you link the new line to a line from a previous order. This is commonly used for warranty work or claims repair. When you reference a prior line, RFMS creates a line note with the reference details. If a note already exists on the line, the system displays a warning.
6. Adjust pricing if needed.
   • To keep the calculated price, leave it as is.
   • To prevent recalculation, select the Lock, button.
   • To change pricing, select the ellipsis (…) next to Price. In the Set New Line Price window, you can choose a different price level, enter a new unit price, or enter a total line price. Select OK to apply the change.
7. Select  OK to add the line to the order.

Optional Line Actions

After the line is added, you can make additional adjustments as needed:

• Reassign the line to a different Group
• Add a Line Note
• Check Inventory Availability
• Adjust Billing Quantity and Shipping Quantity separately
• Enter an Overhead Percent if your system options are configured to allow overhead by line
• Enter a Commission Percent if commission tracking is enabled in your system

Edit an Existing Line

1. Highlight the line you want to edit.
2. Click Change, , on the Line Toolbar.
   The Adding Customer Order Line window opens for the selected line.
3. Update the editable fields as needed, such as product information, description, quantity, group assignment, or area assignment.
4. To change pricing, select the ellipsis (…) next to the Price. In the Set New Line Price window, you can:
   • select a different price level,
   • enter a new unit price, or
   • enter a total line price.
     Select OK to apply the pricing change.
5. Click OK to save the updated line.

If pricing is locked or controlled by a template, only users with the appropriate permissions can override those values.

  Note: Editing a line may trigger recalculations of tax, cost, or commission, or other values depending on your system configuration.