Line Item Consolidation

Business processes (BPs) can be designed to accommodate line item consolidation: the ability to select individual line items from one or more BP records (the source BPs) and copy them into a new record (the destination BP). The selected line items can be from the same BP type, or they can be from different types, if they are compatible. The source and destination BPs must be at the same level (both at company level or both at project/shell level), and you must be a member of the shell in which the targeted BP source and destination records reside. File attachments can also be copied. For example, this functionality can be used to consolidate specific line items from multiple change order requests submitted over a period into a single change commit.

This functionality is built into BPs through the design, which includes specifying which BPs can be used for the source and destination. Also, the ability to filter the BP records that can be consolidated (by status) can be added. This enables you to filter the records you see in the list to consolidate by the record status, allowing you, for example, to exclude records that have the status of Pending or Rejected.

Note: Line Items can be edited after consolidation, if your administrator has enabled it by deselecting the Prevent consolidating the same line item across multiple records checkbox.

There are some restrictions when consolidating line items from different BP types.

The top pane of the Line Item Consolidation page is used to select BPs and records, and the bottom pane is used to select the line items. Pagination in the top and bottom panes is seen only if the number of records and line items (in both available and selected panes) exceeds 1000 and 200 respectively. You can expand and collapse the top and bottom panes.

Top Pane Toolbar Options

Toolbar Options	Description
Select Business Process	Lists all BPs that allow consolidations.
View	Lists views defined for the selected BP. This drop-down menu is context-sensitive based on the selected BP.
Search	Enables you to search for specific line items. Search parameters seen here are based on the Find parameters set for the line item list. Search is performed on the database and works across all pages.
Find on Page	Enables you to find items on the displayed page. When you select this option, the system inserts a row that lets you enter filter parameters.
Consolidate from other locations	Lets you access a Shell Picker window that lists the shells of which you are a member. Select a shell.

Bottom Pane Toolbar Options

Toolbar Options	Description
Select Tab	For a non-workflow BP, displays the line item tabs visible in the form. For a workflow BP, which might contain multiple forms, displays the line items tabs for the end form of the workflow. Select a tab.
Group By	Group line items by column header. This drop-down menu lists all log columns for the selected log view of the BP. By default, the <record_no label> is selected.
Search	Enables you to search for specific line items. Search parameters seen here will be based on the Find parameters set for the line item list. Search criteria defined for each for each tab's log layout will appear as search parameters. Search will be a database search and will work across all the pages.
Find on Page	Enables you to find items on the displayed page. When you select this option, the system inserts a row that lets you enter filter parameters.
Include Attachments	This option is selected by default. When this option is selected, all attachments included in the line items are also copied over.

To consolidate line items:

Select a line item tab.
From the toolbar, select Actions, and select Consolidate Line Items.
From the Select Business Process list, select a BP.
Select one or more BP records in the Records from All Locations section.
From the Available Line Item List pane, select the line item tab.
Select the line items, and select the arrows to move it to the Selected line Items pane.
Select Done.

Additional Information:

If you open a record from the shell and try to consolidate line items, you will see the shell picker (BP location picker).
If you open a record from a project, when you try to consolidate line items, you will not be able to see the BP location picker.
If you are opening the record at the company level, when you try to consolidate line items, you will not be able to see the BP location picker.
If a data picker is configured for a BP, line item consolidation displays records across all projects/shells of which you are a member. This is applicable for a source BP that is associated with a project/shell.
If there is a source BP that is associated with a data picker, the system hides the shell location picker.
If the records are displayed based on data picker configuration for a shell, the “Records from [Shell Name]” label changes to “Records from All Locations” label.

You can consolidate line items that have Line Item Data Pickers. While copying, the system runs the query condition defined for the Line Item Data Picker, under the destination business process configuration.

If the query condition does not return the value that is getting copied, the Line Item Data Picker value will not be copied over.
If the query conditions are met, only the Line Item Data Picker value will be copied in to destination line item and any other auto-population based on this picker will be populated.

If the tab is hidden in the destination BP Line Item Data Picker and you are copying line items from another BP record where the Line Item Data Picker has that tab line item selected, the line item will be copied without the picker value.

The Line Item Data Picker value from the source line items cannot be copied in to the destination if in the destination the record BP Data Picker has a different record or no record selected.

When consolidating line items from a Cost BP to a SPA type commits BP, if the Cost Line Item Type in the source BP record is the Variable Unit Cost, and the destination design does not have the uuu_quantity and the uuu_unit_price, the system will display this message: Cost Line Item Type of Variable Unit Cost cannot be created. Detail Form design for this tab must include the data elements uuu_unit_price and uuu_quantity. The functionality is the same in the case with the auto-creation of the SPA commit record, from non-SPA BP.
When consolidating line items, from a non-SPA BP to SPA type commit BP and in the destination if the amount data element is not defined as formula of uuu_unit_cost * uuu_quantity, the amount value in the copied line item will be zero (0).
Validations to be considered when consolidating or auto-creating line items into SPA BP:
- The costed amount total must be equal to the line item amount, based on the form properties in the design.
- All the fields that are marked as required must have data in the destination line item.
When the line items are auto-created from a non-SPA BP, if the CBS Code does not exist in the destination, the BP record will be created in the I-step. In this case, only the summary line will be created.

See Also