SugarCRM SupportProduct GuidesSugar Versions10.010.0 ProfessionalSugar Professional 10.0 Application GuideQuoted Line Items

Quoted Line Items

Overview

Sugar's Quoted Line Items module consists of the individual line items which make up your organization's sales quotes. These line items are all of the products that have already been sold or are in the process of being sold to clients along with a quantity, price, and potential discounts. Since a quote is made up of one or more quoted line items, you will most often create quoted line items while creating the quote itself. You can view the quoted line item's details in record view by clicking the line item in a quote or by navigating to it directly via the Quoted Line Items module if your administrator has enabled the module to appear in Sugar's navigation bar. For more information about how quotes and quoted line items interact, please refer to the Quotes and Quoted Line Items section of this page.

Each quoted line item will include a product that is being sold. The product can be selected from the product catalog or can be typed in manually. For more information, please refer to the Products and Quoted Line Items section of this page.

This documentation will cover information and actions specific to the Quoted Line Items module. For instructions concerning views and actions which are common across most Sugar modules, such as creating, editing, and deleting line items, please refer to the Working With Sugar Modules section of this page.

Please note that you will only be able to see quoted line item records as allowed by your team membership, user access type, and assigned roles. For more information on teams and roles, please refer to the Team Management and Role Management documentation in the Administration Guide.

Quoted Line Item Fields

The Quoted Line Items module contains a number of stock fields that come out-of-the-box with Sugar. For information on using and editing various field types, refer to the User Interface documentation. The definitions below are suggested meanings for the fields, but the fields can be leveraged differently to best meet your organization's needs. Users with administrator or developer access have the ability to alter, add, or remove fields via Admin > Studio. For more information on configuring fields, please refer to the Studio documentation in the Administration Guide.

Field Description
Account Name The account related to the quoted line item's quote
Assigned To The Sugar user assigned to the quoted line item record
Line Item Total Displayed on the quoted line item's related quote worksheet, the Line Item Total after any discount is applied 
Comment Log A shared log of messages, comments, or other text, including the name of the user that added the log entry and the date and time it was added. It is possible to tag other users and link to other Sugar records in Comment Log entries by inserting a clickable pill; see the User Interface documentation for more details.
Contact Name The contact related to the quoted line item's quote
Cost1, 2 The actual cost of the quoted line item's product
Date Created The date the quoted line item record was first saved
Date Modified The date the quoted line item record was last modified
Description A description or other information about the quoted line item
Discount Amount The quoted line item's discount amount 
Discount Type The unit (i.e. percentage or the system's default currency) applied to the value in the Discount Amount field
List Price1, 2 The quoted list price of the product
Name The product's name as selected from the product catalog list or manually entered as new
Part Number The manufacturer's part number for the quoted line item's product
Product Template The product catalog record, if any, related to the quoted line item
Quantity The number of products being purchased
Quote Name The quote to which the quoted line item relates
Note: Quoted line items will only be related to quotes when they are created from the quote's worksheet.
Status The current status of the quoted line item
Subtotal The list price multiplied by the line item's quantity before any discount is applied 
Tags User-created keywords that can be used to identify records in filters, dashlets, and reports
Note: For more information on creating and using tags, please refer to the Tags documentation.
Teams The Sugar team(s) assigned to the quoted line item record
Unit Price2 The unit price of the product 
  1. When a quoted line item is related to a product catalog record, this value automatically populates from the related product and cannot be modified on the quoted line item record. For more information on creating and managing records in the Product Catalog, please refer to the Product Catalog documentation in the Application Guide.
  2. The displayed currency is based on the system's default currency as configured by administrators in Admin > Locale unless the user's preferred currency is defined in their user profile. You can change the quoted line item's currency from these defaults as desired. If the user has enabled "Show Preferred Currency" in their preferences, then Sugar will display the value in their preferred currency. If the user has disabled "Show Preferred Currency" in their preferences, then Sugar will display the value in the system's default currency as configured by the Administrator. 

 

In addition to the fields listed above, quoted line items that are related to a product catalog record inherit the following field values from the product:

  • Asset Number
  • Book Value
  • Book Value Date
  • Pricing Formula
  • Product URL
  • Serial Number
  • Support Contact
  • Support Description
  • Support Expires
  • Support Starts
  • Support Term
  • Support Title
  • Tax Class
  • Vendor Part Number
  • Weight

For more information on Product Catalog fields, please refer to the Product Catalog documentation.

Working With Sugar Modules

While the Quoted Line Items module has some features that only apply to quoted line items, it also uses the Sidecar user interface that most Sugar modules are based on. In the table below, the left column contains links to the User Interface page covering topics that are applicable to all Sidecar modules. The right column has links to sections of the current page that cover topics specific to quoted line items.

General Instructions for Working With Sugar Modules Quoted-Line-Items-Specific Instructions
Use the links below to navigate to the User Interface page which covers topics generic to many Sugar modules. When Quoted-Line-Items-specific help exists for each topic, use the links below to navigate to sections of the current page.
Creating Records Creating Quoted Line Items via Quotes
Viewing Records  
Searching for Records Filtering on Currency Fields
List View List View Mass Actions Menu
List View Record Actions Menu
Record View Record View Actions Menu
Intelligence Pane  
Editing Records  
Deleting Records  
Exporting Records  
Recalculating Calculated Values  
Finding Duplicate Records  
Merging Records  
Viewing Record Audit Logs  
Favoriting Records  
Following Records  
Sharing Records  

Quoted Line Item Menus

The Quoted Line Items module contains various options and functionality which are available via menus in the module tab, list view, and record view. The following sections present each menu and its options with links to more information about each option in the User Interface documentation or, for Quoted Line Items-specific functionality, within this page.

Module Tab Menus

The Quoted Line Items module tab is typically found by clicking the "More" icon represented by three vertical dots to the right of the module tabs on the navigation bar. The additional modules will appear on the list and you can click "Quoted Line Items" to access the list view. Once the Quoted Line Items tab displays on the navigation bar, you can click the triangle within the tab to display the Actions, Recently Viewed, and Favorites menu. The Actions menu allows you to perform important actions within the module. The Recently Viewed menu displays the list of quoted line items you most recently viewed. The Favorites Menu displays the list of quoted line items you most recently marked as favorites.
711-qli-menu

The Actions menu allows you to perform the following operations:

Menu Item Description
Create Quoted Line Item

Opens the record view layout to create a new quoted line item

Note: You can only relate quoted line items with a quote by creating them directly from a quote worksheet. For more information, please refer to the Quotes documentation.

View Quoted Line Items Opens the list view layout to search and display quoted line items
Import Quoted Line Items Opens the import wizard to create or update quoted line items using external data

If you do not see the Quoted Line Items module tab in Sugar, please check the following:

  • The Quoted Line Items module may be marked as hidden in your user preferences which will prevent the module tab from being displayed. Navigate to your user profile (upper right of Sugar), click the Advanced tab, and check the Layout Options section. If you see the Quoted Line Items module in the Hide Modules list, simply move it to the Display Modules list. For more information on hiding and displaying modules, please refer to the Layout Options section of the Getting Started documentation.
  • The administrator may have disabled the Quoted Line Items module for your entire Sugar instance. Reach out to your Sugar administrator to have the Quoted Line Items module displayed. For more information on displaying and hiding modules throughout Sugar, please refer to the Developer Tools documentation in the Administration Guide.

List View Menus

The Quoted Line Item list view displays all quoted line item records and allows for searching and filtering to locate specific quoted line items. You can view the basic details of each record within the field columns of the list view or click a quoted line item's name to open the record view. To access a module's list view, simply click the module's tab in the navigation bar at the top of any Sugar page..

List View Mass Actions Menu

The Mass Actions menu to the right of the checkbox option in the list header allows you to perform mass actions on all currently selected records. You can use the checkbox on each record's row to select individual quoted line item records or click the checkbox in the list header to select all records displayed on the current set of list view results.
711-mass-actions

The Mass Actions menu allows you to perform the following operations:

Menu Item Description
Mass Update Mass update one or more quoted line items at a time
Recalculate Values Mass update the calculated quote values to reflect changes made in Studio 
Merge Merge two or more duplicate quoted line items
Delete Delete one or more quoted line items at a time
Export Export one or more quoted line items to a CSV file
Recalculate Values

(Available in certain circumstances) Updates calculated values to reflect changes to calculated fields made in Studio

List View Record Actions Menu

The Record Actions menu to the far right of each record's row allows you to perform actions on the individual quoted line item directly from the list view.
711-lv-actions

The list view's Record Actions menu allows you to perform the following operations:

Menu Item Description
Preview (Eye icon) Preview this quoted line item in the intelligence pane
Edit Edit this quoted line item
Follow Follow this quoted line item
Delete Delete this quoted line item

Record View Actions Menu

The Quoted Line Items record view displays a single quoted line item in full detail including its fields, subpanels of related records, and activity stream. To access a quoted line item's record view, simply click a hyperlinked quoted line item name from anywhere within Sugar. The record view's Actions menu appears on the top right of the page and allows you to perform various operations on the current record.
qlirecordmenu

The options in the Actions menu allow you to perform the following operations:

Menu Item Description
Edit Edit this quoted line item.

Share

Share a link to this quoted line item via email.

Note: To send emails through Sugar, users must first configure a default user email account via Emails > Email Settings

Download PDF

Download the record's information as a PDF file.

  • This menu option is only visible if the administrator has created a PDF template for the Quoted Line Items module via Admin > PDF Manager.
  • Clicking on this menu item will expand and contract the menu to reveal or hide the available PDF templates. 
Email PDF

Email the record's information as a PDF attachment.

  • This menu option is only visible if the administrator has created a PDF template for the Quoted Line Items module via Admin > PDF Manager.
  • Clicking on this menu item will expand and contract the menu to reveal or hide the available PDF templates. 

Note: To send emails through Sugar, users must first configure a default user email account via Emails > Email Settings

Find Duplicates Locate potential duplicates of this quoted line item.
Copy Create a duplicate record of this quoted line item.
View Audit Log View a record of changes to this quoted line item.
Delete Delete this quoted line item.

Quotes and Quoted Line Items

Quotes are often an integral part of an organization's negotiation and completion of sales. In Sugar, the Quotes module serves as a header for the sale and includes information about the entire transaction such as the billing address, total amounts, and stage. Each quote contains one or more quoted line items that represent each kind of item or service that is being sold. Quoted line items include the quantity, prices, and discounts specific to a single product.

Creating Quoted Line Items via Quotes

Since a quote is made up of one or more quoted line items, you will most often create quoted line items while creating or editing the quote itself. The Quotes detail view layout allows you to add line items and select products. For more information about products, please refer to the Products and Quoted Line Items section of this page. Each line added to a quote becomes a new quoted line item record upon save. For more information on adding quoted line items to quotes, please refer to the Quotes documentation.

After adding a quoted line item to a quote, you can navigate to the quoted line item's record view by clicking its hyperlinked name on the quote worksheet.
quote-qli-79

Note: Quoted line items only appear on a quote record when it is created directly from the Quotes module. For more information, please refer to the Quotes documentation.

Products and Quoted Line Items

Sugar's Product Catalog module contains a list of all products or services that your organization sells. This module provides the Quoted Line Items module with the template used when creating products to be used for Quotes and Opportunities, including pricing and cost information as well as information about the manufacturer. As of Sugar 10.0, the Product Catalog, Product Categories, Product Types, and Manufacturers modules are accessible by all users. For information and actions specific to those modules, please refer to the Product Catalog documentation in the Application Guide.

When adding products as quoted line items, you may select a product from your database's Product Catalog module or you may manually enter a new product on the fly. Either way, each line item added to a quote will create a new record in the Quoted Line Items module. After adding a quoted line item to a quote, you can navigate to the quoted line item's record view by clicking its hyperlinked name on the quote worksheet.

If you selected a product from the product catalog, the Line Item field will be populated with the product's name on the quoted line item's record view. However, if you manually entered a product to your quoted line item, then the Line Item field will not be populated since the product does not exist in the product catalog.
qlilineitem

Currencies and Quoted Line Items

Sugar allows your organization to perform business around the world by supporting multiple currencies. Administrators must first add desired currencies and exchange rates to Sugar via Admin > Currencies. They also have the ability to set the instance's default currency via Admin > Locale. This is typically the currency of the country where the majority of business is conducted. For more information, please refer to the System documentation in the Administration Guide.

By default, the Unit Price, Cost, and List Price fields will display using the system's default currency unless the user's preferred currency is defined in their user profile. For more information on configuring your preferred currency, refer to the Getting Started documentation. Please note that the quoted line item's currency can be changed from these defaults to the specific currency being used for the particular business transaction.

Note: The Show Preferred Currency option in the user's profile will not affect the Quoted Line Items record view to convert the saved amounts using the user's preferred currency. This is different from how quoted line item currencies work in Sugar Mobile. See the Working With Quoted Line Items section of the Android and iOS User guides for more information.

Filtering on Currency Fields

Currency fields are filtered according to the record's set currency rather than being standardized to the user's preferred or system default currency. In the list view, filtering quoted line items by a currency field allows you to specify the filter's currency. Only records matching both the chosen currency and amount range will be returned. For example, if you filter based on a Unit Price value that equals 100 in US Dollars, the search result will return all quoted line item records with a unit price of $100 and will exclude other currency (e.g. $, ¥) values which are equivalent to $100. 
QuotedLineItems FilteringOnCurrencyFields

Note: By contrast, when filtering values in the Reports module, any record matching the specified amount or range will be returned regardless of the record's currency. For example, if one quoted line item's Unit Price value is $500 in US Dollars and another's is €500 in Euros, filtering a report for a Likely value of exactly 500 will return both records in the report.

Updating Currency Rates

When saving a quoted line item in a currency that differs from the system-defined default currency, Sugar will store the conversion rate for that currency at the record level. This conversion rate is used to calculate the converted amounts when they are set to use the system default currency (as opposed to the user's preferred currency which is explained below). To keep amounts historically accurate, the conversion rate will only update on a quoted line item provided the status is not set to "Shipped". If the line item is in any other sales stage, the conversion rate will update under the following scenarios:

  • The quoted line item undergoes a save event (e.g. mass update, manual save, etc.) and the record's currency has a different conversion rate defined in Admin > Currencies than is currently saved in the line item.
  • An administrator updates the currency exchange rate under Admin > Currencies. This will trigger a scheduled job which updates all quoted line items saved with that currency to the new rate.

For more information about currency exchange rates, refer to the System documentation in the Administration Guide.

Last modified: 2020-09-29 16:34:37