The toolbar for the Base Commit and Change Commit item logs has the following options:
- Save
- Attach
- Linked Records
- Expand
- Collapse
- Split
- Find
- Close Window
Additional Grid Toolbar Options
Upon selecting the Line Items tab of a Business Process record, the Form View is displayed by default. In Form View, the view options are displayed in the toolbar alongside options like Refresh, Print, Search, and Find on Page.
The Line Item list, along with line item Details, Attachments, and Linked Records, is displayed in the right-hand pane.
You can switch to Grid View by selecting the Grid View option in the toolbar. In Grid view, the view options are displayed in the toolbar alongside Refresh, Print, Find on Page, and Expand/Collapse. When a row or cell in the grid is edited, additional toolbar options are available, including: Add, Cancel, Error Check, Save, Print, and Find on Page.
Note: In the Grid view of Line Item tabs, the additional options are applicable to Pending records. Only the Refresh, Print, Find on Page, and Expand/Collapse options are applicable to Approved records and Terminated records.
Other Elements of Line Items and the Grid
The options of Attach and Linked Records are available for Line Items, only. If you attempt to add attachments or linked records to a Costed line, an error message is displayed. If a Costed Line Item (Cost allocated Line Item which belongs to a Summary Line Item) is selected, then these options are not available.
Before adding attachments or linked records to a line item, you must save the line item.
If a Costed Line Item and a Summary Line Item are selected, then you can upload the attachments, or link records, to the Summary Line Item.
If multiple Summary Line Items are selected, and you click Attach, or Linked Records, the system notifies you then an alert will be seen informing user that only one record needs to be selected (this is existing elsewhere in the grid).
The search parameters, in the Find option, are based on the design of the Line Item list, prepared in uDesigner.
Note: The search parameters are not for the Costed Line Items.
Any time you run a search, the Line Item that matches the search parameter is found. In addition to the parent Line Item, the Costed Line Items belonging to that Line Item will be found.
The Grid rows can be expanded.
The Grid columns contain the Cost Allocation columns, and the fields designed in the Detail Form, in uDesigner.
The sorting order is based on the order set in uDesigner. Line items are sorted first, followed by Costed lines.
You can use the Split option to split the view into 2 sections.
By default, the order of the following columns will be fixed:
- Row
- Line No.
- Attachment
- Linked Record
- Cost Line Item Type
- Cost Code
- Cost Name
- Short description
- Item Quantity
- Item Unit Cost
- Amount
Subsequent columns appear in the order that was set in the Detail Form, during the design.
Note: The system uses the Row number to display an error messages.
The column names are based on the Data Element (DE) labels specified in the Data Structure setup. Cost Code and Cost Name columns have fixed labels and cannot be changed.
The first column (Gear menu) provides the following options:
- Insert Line Item
- Insert Multiple Line Items
- Insert Costed Line Items
- Add Remaining
- Copy
- Paste
- Remove
- In the Remove gear menu, the following message is displayed when the action is triggered: “Are you sure you want to remove the selected Line Items and all the associated Costed Line Items?
Effect of uDesigner on Gear Menus
The options on the corresponding uDesigner Upper form affect the toolbar and Gear menus when a line item and a Costed line are selected in the Grid view. The table below indicates the effects of the uDesigner options.
uDesigner Upper form options | Toolbar and Gear menus seen at runtime when a line item is selected | Gear menus seen at runtime when a Costed line is selected |
|---|---|---|
Allow Add/Remove/Copy line items option checked Allow Cost Breakdown unchecked | Toolbar Add option is seen Gear menus Insert Line Item with submenu options of Lump Sum and Unit Cost Insert Multiple Line Items with submenu options of Lump Sum and Unit cost Copy-To make an exact copy of the line item Remove-To remove a line item | Gear menus No actions in the gear |
Allow Add/Remove/Copy line items option unchecked Allow Cost Breakdown unchecked | Toolbar Add option is not seen Gear menus No actions in the gear | Gear menus No actions in the gear |
Allow Add/Remove/Copy line items option checked Allow Modification of Line Item checked with Allow Cost Breakdown unchecked | Toolbar Add option is seen Gear menus Insert Line Item with submenu options of Lump Sum and Unit Cost Insert Multiple Line Items with submenu options of Lump Sum and Unit cost Copy-To make an exact copy of the line item Remove-To remove a line item | Gear menus No actions in the gear |
Allow Add/Remove/Copy line items option unchecked Allow Modification of Line Item checked with Allow Cost Breakdown unchecked | Toolbar Add option is not seen Gear menus No actions in the gear | Gear menus No actions in the gear |
Allow Add/Remove/Copy line items option unchecked Allow Cost Breakdown checked | Toolbar Add option is not seen Gear menus Insert Costed Line Items-To add cost break down to a line item Add Remaining-To add a costed line which will have the Amount field=Non-Costed Amount – Costed Amount. This option will not be seen when the Costed Amount=Amount in the Costed lines Copy-To make an exact copy of the line item Remove-To remove a line item and its costed lines | Gear menus Insert Costed Line Items-To add cost break down to a line item Copy-To make an exact copy of the line item Remove-To remove line items |
Allow Add/Remove/Copy line items option checked Allow Cost Breakdown checked | Toolbar Add option is seen Gear menus Insert Line Item with submenu options of Lump Sum and Unit Cost Insert Multiple Line Items with submenu options of Lump Sum and Unit cost Insert Costed Line Items-To add cost break down to a line item Add Remaining-To add a costed line which will have the Amount field=Non-Costed Amount – Costed Amount. This option will not be seen when the Costed Amount=Amount in the Costed lines Copy-To make an exact copy of the line item Remove-To remove a line item and its costed lines | Gear menus Insert Costed Line Items-To add cost break down to a line item Copy-To make an exact copy of the line item Remove-To remove line items |
Line Items in the Grid
When the Grid is launched for the very first time and no Line Items exist for the BP record:
A blank line (first line) is displayed in the Grid, by default, and the blank line is treated as a Summary Line Item.The uuu_cost_li_type field will be set as “Lump Sum” for the Summary Line Items.
Note: The uuu_cost_li_type field cannot be blank. It can either be set as "Lump Sum" or "Unit Cost."
If you click the Gear menu (in the first column) in the first line, these options will be available, only:
- Insert Line Item
- Insert Multiple Line Items
All other options are disabled.
You can change the default value set in the uuu_cost_li_type field to "Unit Cost." The value specified in this field governs whether the other fields can be edited, or not.
When a new Line Item is inserted, the new Line Item will be a Summary Line Item.
You can add the Summary Line Item by selecting the “Insert Line Item…” option, using the Gear menu, also. The “Insert Line Item…” option enables you to add on Line Item, only.
You can add multiple Summary Line Items by selecting the “Insert Multiple Line Items…” option.
If you insert a new row, based on key actions (tab, enter), then the inserted new row type will be the same as the previous row.
The line number (1, 2, 3, 4, and so forth) are generated after you click Save.
The "Add Remaining" option is enabled for all Summary Line Items as long as the:
- "Total Amount" from the Costed Line Items is not = Line Item Amount, in case of Lump Sum
- "Quantity" from the Costed Line Items is not = Line Item Quantity, in case of Unit Cost
When you select the “Insert Multiple Line Items…” option, the Insert Multiple Line Items window appears which allows you to determine the number of Line Items that you want to add.
The total amount row (at the bottom of the Grid) displays the Total Line Item Amount of all the Summary Line Item rows.
Note: The added Line Items are all Summary Line Items and will be populated with Lump Sum as the Cost Line Item Type.
Gear Menus for Summary Line Item
The following explains the functions of the Gear menus when you select the Summary Line Item and click the Gear menu (in the first column).
Option | Enabled/ Disabled | Description |
|---|---|---|
Insert Line Item… | Enabled | If you highlight a Summary Line Item and click this option, then the system inserts another Summary Line Item row above the highlighted row. |
Insert Multiple Line Items… | Enabled | If you highlight a Summary Line Item and click this option, then the system inserts multiple Summary Line Items. |
Insert Costed Line Items… | Enabled | If you highlight a Summary Line Item and click this option, then, you can add Costed Line Items below the highlighted row. |
Add Remaining… | Enabled | If you highlight a Summary Line Item and click this option, then the system launches the CBS Picker window. When you select the CBS code, the system adds a Costed Line Item, with the Short Description field auto-populated from the Short Description of the Summary Line Item, and the system calculates the value in the Amount field as Non Costed Amount – Costed Amount. The system inserts these Line Items at the end of the Costed Line Item for that parent/Summary Line Item. This option is disabled when the Costed Amount = Amount in the Costed lines. |
Paste | Disabled (until you perform a Copy) | If you highlight a blank row and perform a Paste action, then the system inserts the Summary Line Item and the Costed Line Item above the highlighted Line Item. You can insert the Summary Line Item and the Costed Line Item between Summary Line Item, also. If you select a Summary Line Item, the system inserts the Summary Line Item above the highlighted row. You cannot perform a Paste action for more than one Costed Line Item. When you perform a Paste action, the system updates the number of each Line Item, after you click Save. When you click Save, the newly pasted Summary Line Items appear at the end of the Line Item list. |
Copy | Enabled | If you highlight a Summary Line Item and click this option, then you copy the Summary Line Item and the associated Costed Line Items. If you highlight a Summary Line Item and a Costed Line Item, from a set of Costed Line Items, and click the Gear menu > Copy, then the Summary Line Item and all the associated Costed Line Items are copied. Example Line 1 has 1.1, 1.2, and 1.3. You select Line 1 and click copy. When you paste, the system inserts Line 1 along with 1.1, 1.2, and 1.3 in the Grid. |
Remove | Enabled | If you highlight a Summary Line Item and click this option, then the Summary Line Item and all the associated Costed Line Items are removed. |
Adding Line Items in Grid View
Upon selecting the Line Items tab of the record, you can add a Lump Sum item or a Unit Cost item using the Add dropdown.
Fields seen in the grid are based on the detail form design. The editable field cells are bolded while the read-only field cells are italicized. Row numbers for the line items are generated upon saving the grid.
Adding Multiple Line Items in the Grid
After selecting to add multiple line items, a dialog box is displayed where you can specify the number of added line items. When adding these line items, the total number of rows displayed depends on the number indicated in the dialog box.
The Cost Line Item Type for each line item is populated based on the selected sub-menu option.
Modifying Cost Line Item Types
When an alert window is displayed regarding a change of value for uuu_cost_li_type, the rules are applied as listed below:
- If the line item has not been saved and the line item remains in entry mode, no error message is displayed.
- If the summary line item has been saved, a confirmation message is displayed.
- This indicates that the field values for the Cost Line Item Type are reset.
- If the summary line item has Costed lines, a confirmation message is displayed.
- This indicates that the field values for both the line item and Costed line are reset.
- If you select, “Yes” in the alert window, system fields dependent on uuu_cost_li_type are reset for both the line item and Costed line.
Note: If “Allow Cost Breakdown” is unchecked in uDesigner and Costed lines exist as part of a previous step, then changing uuu_cost_li_type modifies the Costed lines. This is applicable for Workflow Business Processes.
Handling Errors in the Grid
The handling of errors in this updated grid is similar to other grids. All required field validation errors are displayed with a red circle in their respective fields.
When you select Save or Error Check, form and system-level validations are performed. If any rows on the grid contain errors, the Error Indicator column displays an error.
System-defined Fields for the Summary Line Item
The following explains the function of the system-defined fields in the Summary Line Item.
Columns
- The first 10 columns will be fixed as Line No., attachment, link records, uuu_cost_li_type field, Cost Code, Cost Name, Short Description, Item Quantity, Item Unit Cost and Amount.
- Remaining columns will be as per the detail form design in uDesigner.
uuu_cost_li_type
The uuu_cost_li_type will be a drop down and will have the values of Lump Sum and Unit Cost.
This field is a required field and should be marked with an asterisk. This field cannot be blank and by default will be set as Lump Sum.
The drop-down will have the values of Lump Sum and Unit Cost.
The editing of remaining fields in the grid will be dynamic in nature.
Meaning the uuu_cost_li_type will drive the editable and non-editable fields in the grid.
Note: Once the selection has been made, this value should be grayed out post shift of focus. This will be important since this field drives the behavior of other fields.
If the option selected is Lump Sum then:
- uuu_quantity: Disabled (Any auto population and formula definition on this field will not be honored when the LI type is lump sum.)
- uuu_unit_price: Disabled (Any auto population and formula definition on this field will not be honored when the LI type is lump sum.)
- amount: Required.
- Manual or Formula destination. User must type in the amount value. This DE could also be set as formula in uDesigner. Runtime should honor the formula calculation.
If the option selected is Unit Cost then:
- uuu_quantity: Required.
- Manual or Formula destination. User must type in the Quantity value. This DE could also be set as formula in uDesigner. Runtime should honor the formula calculation.
- uuu_unit_price: Required
- Manual or Formula destination. User must type in the unit cost value. This DE could also be set as formula in uDesigner. Runtime should honor the formula calculation.
- amount: Read-only, populated by formula as configured by user in uDesigner. At runtime this field should always be calculated as uuu_quantity*uuu_unit_price
If the detail form design does not have the uuu_quantity and uuu_unit_price fields but user selects the Unit Cost option for uuu_cost_li_type then upon shift of focus, an error should be thrown alerting the user that the fields are missing. (Use existing alert currently being thrown when user clicks unit cost option in the classic line item Unit Cost option).
Other System Elements in the Grid
uuu_costed_amt
Always read-only. This DE should show value as sum of ‘Amount’ from all costed lines.
(Note that when uuu_cost_li_type = Lump Sum, amount will be entered by user in the cost allocation window. When uuu_cost_li_type = Unit Cost, amount will be calculated in the grid by system as Unit Cost*Quantity. Either case, uuu_costed_amt in the summary line item will be calculated as sum of ‘amount’ from all costed lines.)
This field will be displayed only at the summary line item level in the grid.
uuu_not_costed_amt
Always read-only, this DE should show value = (amount – uuu_costed_amount)
This field will be displayed only at the summary line item level in the grid.
uuu_costed_qty
Always read-only. This DE should show value as sum of ‘Quantity’ from all distributed cost child lines.
(Note that when uuu_costed_li_type = Lump Sum, this will be zero. When uuu_cost_li_type = Unit Cost, Quantity will be entered by user in the Cost Allocation window. Either case, uuu_costed_qty in the summary line item should calculate as sum of ‘Quantity’ from all costed lines.)
This field will be displayed only at the summary line item level in the grid.
uuu_not_costed_qty
Always read-only, this DE should show value = (uuu_quantity – uuu_costed_quantity). Note that when uuu_cost_li_type = Lump Sum, this will calculate as zero.
This field will be displayed only at the summary line item level in the grid.
All other fields designed in the Detail form
User defined fields will be editable in the summary line item and not in the costed lines.
Costed Line Items in the Grid
The option of “Insert Costed Line Items…” allows you to add Costed Line Items for a Line Item. Clicking this option will launch the CBS Picker window. Multiple CBS Codes can be selected.
The number of Costed Line Item inserted depends on the number of codes selected in the CBS Picker window. After you insert the Costed Line Items, along with the CBS codes, you can edit the rest of fields according to the Cost Line Item Type that these Costed Line Items belong to.
Line Numbers for the Costed Line Items follow the parent number (+ 1,2,3,4 etc.).
Example
If parent line item has a Line No. of 1, then the subsequent Costed Line Items have the numbers of 1.1, 1.2, 1.3 and so forth.
Note: The Line Item numbers are generated after you click Save.
Both the Summary Line Item and the Costed Line Item are indented on the page. The Summary Line Item has the option of Expand and Collapse.
The "Short Description" field is auto-populated from the Short Description field in the parent Line Item.
If you insert a blank Line Item through a key action, and there are no rows after the inserted row in the Grid, then the inserted row will be a Costed Line Item. If you want to change the next Line Item to a Summary Line Item, then you must insert the Line item by clicking the Gear menu and select the option “Insert Line Items…” The "Add Remaining" option is disabled for the Costed Line Item.
Gear Menus for Costed Line Item
The following explains the functions of the Gear menus when you select the Costed Line Item and click the Gear menu (in the first column).
Option | Enabled/ Disabled | Description |
|---|---|---|
Insert Line Item… | Disabled | You cannot add a Summary Line Item when a hierarchical relationship exists between the Costed Line Item and a Summary Line Item. |
Insert Multiple Line Items… | Disabled | You cannot add a Summary Line Item when a hierarchical relationship exists between the Costed Line Item and a Summary Line Item. |
Insert Costed Line Items… | Enabled | If you highlight a Costed Line item and click this option, then you can add additional Costed Line Items below the highlighted row. |
Add Remaining… | Disabled | You can perform this action for Summary Line Items, only. |
Paste | Disabled (until you perform a Copy) | You can paste a copied Summary Line Item, only. If you copy a Costed Line Item, for example 1.1, from the parent line, for example LIne 1, then you can paste the copied Costed Line Item under the parent line. After you paste, the new Costed Line Item is inserted below the selected Line Item and renumbering of the Costed Line Items takes place automatically. You can paste Costed Line Items that have the same source and destination. |
Copy | Enabled | If you highlight a Costed Line Item and click this option, then the highlighted Costed Line Item is copied. You can copy multiple Costed Line Items and insert them below the highlighted/selected Costed Line Item. The Costed Line Items copied must belong to the same Summary Line Item. You cannot copy Costed Line Items that belong to different Summary Line Items. |
Remove | Enabled | If you highlight a Costed Line Item and click this option, then the Costed Line Item will be removed. |
System-defined Fields for the Costed Line Item
The following explains the function of the system-defined fields in the Costed Line Item.
Option | Enabled/ Disabled | Description |
|---|---|---|
Cost Code | Always Enabled regardless of the uuu_cost_li_type value | The initial value that is populated in this field is based on the selection that you had made when you clicked the "Insert Costed Line Items ..." option. You can modify the value later. |
Cost Name | Disabled | The value in this field depends on the CBS Code that you had selected. |
Short Description | Always enabled regardless of the uuu_cost_li_type value | The initial value that is populated in this field is based on value of the Short Description field of the Summary Line Item. You can modify the value later. |
Item Quantity | Enabled only when uuu_cost_li_type = Unit Price | User will be allowed to enter the quantity. |
Item Unit Price | Disabled | This field will get populated based on the Item Unit Price value in the Line Item. |
Amount | Enabled when: uuu_cost_li_type = Lump Sum Disabled when: uuu_cost_li_type = Unit Cost | Amount will be editable when uuu_cost_li_type = Lump Sum. Amount will be derived as Item Quantity* Item Unit Price when uuu_cost_li_type = Unit Cost |
Other Grid functionalities
In the Grid, you can:
- Reverse auto-population
- Auto-population of other fields in the Grid based on the selection of certain fields
- Printing of Line Items (Line Items and Costed Line Items created through the Grid)
- Audit log