PurchaseOrderItem

IMPORTANT  The SOAP API entered a limited enhancement phase in Q4 2020. Access to version 1.6 will eventually be deactivated. At this time, there is no end-of-lifecycle date.

This entity associates a Product entity with a PurchaseOrder entity. Purchase Orders are associated with a specific vendor Account. Products added to a purchase order as a PurchaseOrderItem can be "received" into Inventory, that is, added to an InventoryLocation as an InventoryItem. This allows users to track and manage the ordering and receipt of Inventory Items, for example, hardware, software, and supplies. You add products to purchase orders in the Inventory module.

The PurchaseOrderReceive entity describes the transactions that impact the quantities of PurchaseOrderItems received and "un-received" . Refer PurchaseOrderReceive.

IMPORTANT  The Autotask UI now allows the Quantity to change for purchase order items associated with a PurchaseOrder with status = ReceivedFull and ReceivedPartial. The Receive Purchase Order page is now Receive/CancelReceipt of Purchase Order. From that page you can now "cancel" the receipt of items for Purchase Orders whose status equals ReceivedFull and ReceivedPartial. This new option will impact the PurchaseOrder and PurchaseOrderItem entities as indicated under Conditions and Requirements.

Entity details

You can also retrieve this information with the Web Services API call The getEntityInfo() SOAP API call.

Entity Name: PurchaseOrderItem
Can Create:
Can Update:
Can Query:
Can Delete:  
Can Have UDFs:  

Conditions and requirements

General

  • In Autotask, Inventory Add/Edit Items permission is required to create or update a purchase order item.
  • To query, you must have View permission and Inventory access (site installed module access and security level feature/section access)
  • To create/update, you must have View and Create permission and Inventory access (site installed module access and security level feature/section access)
  • The combination of ProductId, InventoryLocationId, and OrderID does not have to be unique.
  • PurchaseOrderItems can only be created for PurchaseOrders with a status of New.
  • Updates to the PurchaseOrderItem are allowed when the PurchaseOrder has a status of New, Submitted, Or ReceivedPartial.

Special field attributes

Field Conditions and Requirements
CostID The ticket/project/contract CostID must reference a valid cost with a status = NeedToOrder/Fulfill.
The CostID cannot already belong to another purchase order.
InternalCurrencyUnitCost This entity field will return no information if the user account making the query does not have sufficient privileges to view cost data in the Autotask UI. Additionally, if an update request does not have the necessary permissions, the API will ignore the call's values for the field even if they are blank or would be otherwise required.
InventoryLocationID InventoryLocationID must reference an active InventoryLocation.
OrderID On create(), OrderID must reference a PurchaseOrder with Status = New.
On update(), OrderID must reference a PurchaseOrder with Status = New, Received Partial, or ReceivedFull.
ProductID If no CostID is supplied, ProductID is required.
If only a CostID is supplied, then we will set the ProductID equal to the ProductID associated with the ticket/project/contract cost.
If both a CostID and a ProductID are supplied, then the ProductID must match the ProductID associated to the ticket/project/contract cost. If they do not match, the API will return an error message.
Quantity

Quantity must be >= 1.

When a CostID is supplied, the Quantity cannot exceed the quantity of the Ticket/Project/ContractCost during a create and update, and cannot exceed the previously saved amount during an update.

PurchaseOrder now allows associated PurchaseOrderItem.Quantity to be updated when PurchaseOrder status equals ReceivedFull or ReceivedPartial, as follows:

  • PurchaseOrderItem.Quantity can be debited, but the debited amount must be >= to PurchaseOrderItem.QuantityPreviouslyReceived or InventoryItem.QuantityOnHand for the associated Inventory Item, whichever value is less.
  • PurchaseOrderItem.Quantity can be increased if OrderID references a PurchaseOrder with status = ReceivedPartial. It cannot be increased if OrderID references a PurchaseOrder with status = ReceivedFull.
UnitCost

UnitCost must be  >= 0.00.
For Multi-currency databases, values supplied for the UnitCost field are assumed to be in the currency of the item's purchase order's vendor.

This entity field will return no information if the user account making the query does not have sufficient privileges to view cost data in the Autotask UI. Additionally, if an update request does not have the necessary permissions, the API will ignore the call's values for the field even if they are blank or would be otherwise required.

Field definitions

The following table describes the standard Autotask field objects for this entity.

  • To retrieve more detailed information specific to a particular Autotask implementation, use the Web Services API call The getFieldInfo() SOAP API call.
  • For information on entity UDFs, use getUDFInfo().
  • For String datatypes, the number in parentheses ( ) indicates the maximum number of characters allowed.
  • LT indicates Local Term.

For more information about fields marked as picklists, review our Understanding picklists article.

Field Name Label Datatype Read Only Is Required Reference Name Picklist
ContractID Contract ID long   Contract  
CostID Cost ID integer        
EstimatedArrivalDate Estimated Arrival Date datetime        
id Inventory Item ID long    
InventoryLocationID Inventory Location ID integer   InventoryLocation  
InternalCurrencyUnitCost Internal Currency Product Unit Cost double    
Memo Memo string (4000)        
OrderID Inventory Order ID integer PurchaseOrder  
ProductID Product ID integer     Product  
ProjectID Project ID long   Project  
Quantity Quantity Ordered integer      
SalesOrderID Sales Order ID long   SalesOrder  
TicketID Ticket ID long   Ticket  
UnitCost Product Unit Cost double