Line items

Doc register positions

The positions are the technical heart of the document. Each line connects items or text with quantity, price, date, inventory and sales effect; the detailed view explains how these values from master data and process status interact.

Only change price, tax, inventory or procurement values if their origin and subsequent processes are clear. Many values are deliberately calculated or are write-protected.

Position list tools

• Add item (+): Select an item and insert it as a new line item.
• Add text (F9): Inserts text position.
• Packing: For packing documents, the document is first recorded as a draft, e.g. for the customer picking list. The operator has the option in Edit document position > Storage tab Making adjustments to the warehouse and storage location or recording serial numbers or batch numbers for series or batch items. When these entries are complete, the button is pressed.
• Save draft: Saves the current position status of stored documents - such as the delivery note - and carries out the planned storage check for the draft.
• Refresh: Reloads positions and calculated values.
• Renumber: Reassigns the position numbers according to the current order.
• Remove: Removes the selected position if the status allows it.
• Reduce to available inventory: If the recorded quantity of an item is higher than the available stock, the quantity can be minimized to the actually available quantity by marking the item line and clicking the button.
• Packing list: Opens the packing view of the document.
• Unpacking: Cancels an existing packing effect, if permitted.

Columns of the list

• Pos: Hierarchical position number; Subitems are displayed under their parent node.
• item: Item number and link to the item master.
• Name 1: Main title of the position.
• Name 2: Supplementary designation.
• ME: Unit of measure of the item quantity.
• Quantity: Quantity of the item. If an item is inserted into the document, X-ERP automatically calculates it from the item recorded in the item master data Lot size and the Minimum quantity (see item > sales) the smallest possible quantity and inserts it into the document. The suggested quantity can be adjusted manually. If the quantity differs from the lot size and minimum quantity, the field is framed in yellow for better clarity in the customer offer, the customer order confirmation and the customer picking list.
• Price: Price per price unit.
• Price (FW): Entry field for the item price in the document foreign currency. X-ERP calculates the equivalent value in the company currency based on the recorded foreign currency rate.
• Discount %: Percentage position discount. Is the partner selected in the document in the master data (see Customers / Suppliers > Customer details / Supplier details > Discount group) a discount group (see Sales > Discount groups) assigned, the agreed discount will automatically be applied to items listed in this discount group.
• MDiscount %: Additional quantity discount - defined in the discount group.
• Total: Calculated total price of the position.
• Edit: Opens the detailed view of the position.
• Open quantity: Remaining quantity not yet completed in the document chain.
• Now available: Quantity of items currently freely available.
• Profit %: Calculated profit of the position.
• Pos type: A distinction is made between the position types Text and items. In the customer field service assignment and customer offer documents, it is also possible to mark a position as alternative, possible or optional. The prices of these items are not included in the total amount of the document and it is not possible to further process them into a subsequent document. If the customer decides to order this item, the item type will be in item changed. If rejected, change the item type to Rejected.

Doc Edit Items - Details

• Name 1: Editable main title of the position.
• Name 2: Editable second label.
• Status: Status of the individual position.
• Weight (read-only): Item weight calculated from quantity and item master.
• Catalog number: Partner-related catalog or order number of the item.
• Predecessor (read-only): Document number of the causal predecessor item.
• Dissolve: Controls whether a structured position, such as a set, is broken down into subpositions.

Doc Edit Items - Availability

• Quantity: Total quantity of the item.
• Quantity open: Remaining quantity not yet completed.
• Stock: Currently posted physical quantity of the item.
• – Packed: Quantity already packed for operations.
• = Now available: Currently freely usable quantity according to pack effect.
• – Confirmed: Quantity confirmed for open transactions.
• = freely available: Quantity that can still be promised based on confirmed requirements.
• + Ordered: Open order quantity in purchasing.
• + Announced: Already announced future access quantity.
• = Available later: Expected available quantity based on future arrivals.
• Effective storage (read-only): Shows the direction and type of inventory effect of this item.
• Shipping date: Planned shipping date of the item.
• Delivery date: Planned delivery date of the item.
• Close position manually: Ends the open quantity permanently after explicit confirmation.

Edit Doc Items - Storage

• Storage (read-only): Shows whether the position maintains inventory.
• Storage effective (read-only): Direction of actual stock movement.
• Quantity (read-only): Quantity of items to be distributed.
• Customization (read-only): Shows serial number, batch or other individual tracking.
• Stock: Warehouse of the subset.
• Storage location: Specific space within the warehouse.
• Serial/batch number: Individualized unit to which the quantity is posted.
• Quantity: Quantity distributed to this storage line.
• Now available / Stock: Control values of the selected storage location.
• Now available / series or batches: Control values of the selected individualized unit.
• Medium: Optional storage or packaging medium of assignment.
• Add/Remove: Adds or deletes a warehouse distribution line.

Doc Edit Items - Sales

• The Sales register is purely informal in nature.
• Delivery days: Delivery time from the item master.
• Minimum quantity: Minimum quantity from the item master.
• Lot size: Planning or procurement lot size of the item.
• Cost of goods sold: Cost basis of the position.
• Percentage surcharge 1 / fixed surcharge 1: First calculation stage based on the purchase price.
• Interim calculated sales price: Result after the first level of serve.
• Percentage surcharge 2 / fixed surcharge 2: Second calculation stage.
• Calculated selling price: Final result of the sales price calculation.
• Price unit: Reference quantity for price calculation.

Doc Edit Items - Price

• Price: Item price per price unit.
• Price unit: Reference quantity of the price.
• Quantity / unit of measure: Quantity and unit on which the price affects.
• Discount: Position discount in percent.
• Quantity discount: Quantity-dependent discount in percent.
• Doc discount: Discount share related to the receipt.
• Discounted price: Price according to the discounts taken into account.
• Total price: Calculated total value of the position.
• Seller/Buyer: Sales representative responsible for the position who is entitled to commission. (see Management > Settings > Commission groups)
• Commission percent / amount: Calculated commission in percent and amount.
• Profit percentage/amount: Gaining position relative and absolute.
• Effective in sales: Shows whether and in which direction the position has an impact on sales.
• Total cost of goods sold: Total cost base for the item quantity - taken from Edit Doc Item - Procurement Costs.

Doc Edit Items - Procurement

• Calculation of the procurement costs to calculate the profitability of the position, which are used in the Price tab. The data is always up to date. If a factor or price for calculating cost costs is changed in the item, the adjusted value will also be displayed here. The data can only be edited in the item, not here in the document.
• Procurement type: Shows whether the item is purchased, produced or otherwise provided.
• Procurement price: Initial procurement price.
• Factor: Procurement calculation multiplier.
• Storage costs / overhead costs / other costs: Additional cost components of the calculation.
• Change in value: Additional positive or negative adjustment amount.
• Cost of goods sold: Cost of purchasing this item.
• Quantity / price unit: Scales the cost price to the item quantity.
• Total cost of goods sold: Total cost value.
• Total actual cost of goods sold: Total cost value already saved or realized at the time the document was created.
• Cost difference: Difference between the COGS in the document and the COGS in the item.
• transferred to the production order: Creates or opens the production order associated with this position.

Edit Doc Items - Project

• Only the marked position is assigned to the project. If the entire document is to be assigned to a project, it is recorded via Doc details.
• Project: Assigns the position to a project.
• Start/Stop: Project-related performance or execution period.

Doc Edit Positions - Finance

• Financial group partner (read-only): Partner's financial group (see Customers / Suppliers > Customer details / Supplier details).
• Financial group item: account determination group of the item; can be changed depending on the status (see item > Sales / Procurement).
• tax code from the finance group items; determines tax type, tax rate and posting logic.
• Tax rate/tax: Calculated percentage and tax amount.
• Account: The matchcode of the revenue or expense account stored in the Item finance group. The account is editable.
• Cost center: Organizational place where costs arise.
• cost objects: Object to which costs or revenues are attributed.

Edit doc positions - texts

• Order text: Formatted text that can be included in the external document output.
• Info text: Formatted internal or supplementary position text.
• Insert text: Adopts a centrally maintained text block into the active text field.

Edit doc positions - Intrastat

• Country of origin: By default, the country of origin is displayed from the Intrastat register from the item master data. The country can be changed.
• The Transaction type from the item master data can also be adjusted.

Edit doc positions - extra fields

• Company-specific configured fields of the document item; Names and data types differ per company database.

Work safely

Work from left to right: item and quantity, date and availability, price and discount, then warehouse, procurement, project and financial impact. Then save the draft and read each error message completely.

Related topics

1. For specialist users – Use individual modules safely and efficiently › Modules › Doc › Register tabs › Overview
2. For specialist users – Use individual modules safely and efficiently › Modules › Doc › Register tabs › Field service

Frequently asked questions