Update line item details

You can update the details of a line item even if it is currently in use in communications. Line items can be manually updated, or they can be updated in bulk by importing a Contract Setup spreadsheet.

Once a line item has been used in a communication, its Commitment or Quantity can only be updated through the use of commitment change communications. See Commitment change line items for more information.

Note Rates can be added to a Reimbursable line item at any time. They can only be removed if the line item has not been used in an expenditure communication. See Manage rates for Reimbursable line items.

Users with the following contract roles can update line items:

• Contract Owner

• Contract Administrator

• Company Representative

Manually update the details of a line item

1. Navigate to the home page of the contract you want to work on.

2. Click the Contract Breakdown tab to view all line items already added to the contract, grouped by the breakdown item that they are associated with (if configured for the contract).

3. Click the drop-down arrow for the line item, and select Edit Line Item from the menu.

   The Edit Line Item window is displayed.

4. Edit the information as required in the relevant fields.

   Note Fields marked with an asterisk are required.

   Column	Available for	Can be updated	Description
   Breakdown Item Title	All line item types	Only if the line item is not in use in a communication	Only displayed if breakdown items have been configured for the contract. The name of the contract breakdown item that the line item is associated with.
   Type	All line item types	Only if the line item is not in use in a communication	The type of line item: Lump Sum, Milestone Payment, Progressive Payment, Reimbursable or Unit Rate.
   Line Item Code	All line item types	Only if the line item is not in use in a communication	The code of the line item.
   Title	All line item types	Always	The name of the line item.
   Supplementary Code	All line item types	Always	An additional code which can be used to identify the line item.
   Control Account Code	All line item types	Only if the line item is not in use in a communication	The code of the control account that the line item is associated with. These are defined for the project/department (see Control accounts). Type the name or code of the control account you want to associate the line item with.
   Currency	All line item types	Only if the line item is not in use in a communication	The currency of the line item.
   Capture Progress	Lump Sum, Milestone Payment, Progressive Payment and Unit Rate only	Only if the line item is not in use in a communication	Indicates if the line item captures progress. See for more information.
   Unit of Measure	Unit Rate only	Only if the line item is not in use in a communication	The unit of measure of the line item - see Units of measure for details of the default values.
   Unit Rate	Unit Rate only	Only if the line item is not in use in a communication	The price per unit of the line item, in the line item currency.
   Committed Quantity	Unit Rate only	Always	The maximum quantity of the line item that should be used. This has been negotiated between the company and contractor, and committed to in the contract.
   Initial Commitment	Not Unit Rate	Always	The total price of the line item as agreed in the contract.

5. Click Save to update the line item.

   The Contract Breakdown tab is displayed with a confirmation message.

Update line items by importing a document

If you import a document which contains line items that have already been added to the contract, any line items for which values in the document have changed will be updated in the contract provided they can be updated as listed in the following table.

See Import contract setup data for more information.

Note The line item is identified by its Line Item Code. If the Line Item Code has changed, a new line item is created.

The following table lists the columns on the Line Items worksheet of the contract setup spreadsheet.