SugarCRM SupportProduct GuidesSugar Versions10.010.0 UltimateSugar Ultimate 10.0 Administration GuideProducts and Quotes

Products and Quotes

Overview

The Products and Quotes section of the Admin panel enables you to define products and product details that are used in the Quoted Line ItemsQuotes, and Revenue Line Items modules. The Products and Quotes panel provides access to the following modules:

Module Description
Product Catalog List of products sold by your organization; used as a template for the Quoted Line Items and Revenue Line Items modules
Product Categories Populates the categories by which products are organized in the Product Catalog
Product Types Populates the Type dropdown list in the Product Catalog
Manufacturers Populates the Manufacturer Name dropdown list in the Product Catalog
Quotes Configuration Configure which fields appear in the quotes worksheet while building quotes
Shipping Providers Populates the Shipping Provider dropdown list in quotes
Tax Rates Populates the Tax Rate dropdown list in quotes

Please note the following as pertains to access and visibility of Product Catalog-related modules:

  • The Quotes Configuration, Shipping Providers, and Tax Rates modules are not available for Sugar Serve users. For more information on license types and the functionality available for each, refer to the User Management documentation. 
  • Prior to Sugar 10.0, the Product Catalog, Product Categories, Product Types, and Manufacturers modules were only available to Administrator users. Information specific to these modules can now be found on the Product Catalog page in the Application Guide.
  • The Quotes Configuration, Shipping Providers, and Tax Rates modules remain available only for administrators or users with developer-level role access. This documentation will cover information and actions specific to these modules.

For instructions concerning views and actions which are common across most Sugar modules, such as creating, editing, and deleting records, please refer to the Working With Records section of this page.

Product Catalog, Product Categories, Product Types, and Manufacturers

Prior to Sugar 10.0, the Product Catalog, Product Categories, Product Types, and Manufacturers modules were only available to Administrator users but can now be accessed by all users subject to license type and standard role and team restrictions. Information specific to these modules can now be found on the Product Catalog page in the Application Guide.

The Product Catalog and Product Categories modules use Sugar's Sidecar user interface. The following links will open specific sections of the User Interface documentation where you can read about views and actions that are common across most Sidecar modules. The sections following this table describe behaviors and functionality specific to the Products- and Quotes-related modules. 

Content Link Description
Creating Records
    Basic Record Creation
    Creating Via Subpanels
    Creating Via Duplication
    Importing Records

The Creating Records section covers the various methods of creating new records, including via the Create button in the module, via the subpanel on related module records, duplication of an existing record, and importing a list of records into Sugar using a .csv spreadsheet.

Viewing Records
    Viewing Via List View
    Viewing Via Record View
    Viewing Via Recently Viewed
    Viewing Via Preview
    Viewing Via Reports

The Viewing Records section describes the various methods of viewing records, including via the list view and record view, the Recently Viewed menu in the module tab, previewing records in the right-hand side panel, and reports displaying the record's data.

Searching for Records
    Global Search
    List View Search
        Creating a Filter
        Saving a Filter
The Searching for Records section provides an introduction to the two searching methods for locating Sugar records: global search, which searches across all Sugar modules, and list view search, which searches and filters within the module.
List View
    Total Record Count
    Create Button
    List View Search
    Checkbox Selection
    Mass Actions Menu
    Favorite Designation
    Column Reordering
    Column Resizing
    Column Sorting
    Column Selection
    Preview
    Record Actions Menu
    More Records
    Dashboards

The List View section walks through the many elements of the List View layout, which contains a filterable list of all records in the current module. While the generic menu options are described in the User Interface sections linked to the left, the options specifically available in the list view are described in the List View Mass Actions Menu and List View Record Actions Menu sections of the module overviews below.

Note: You can only mark records as favorites via the Product Catalog list view. 

Record View
    Favorite Designation
    Next or Previous Record
    Actions Menu
    Show More
    Dashboards

The Record View section walks through the many elements of the Record View layout, which contains detailed information about a single record. While the generic menu options are described in the User Interface sections linked to the left, the options specifically available in the record view are described in the Record View Actions Menu sections of the module overview sections below.

Note: You can only mark records as favorites via the Product Catalog record view.

Editing Records
    Editing Inline Via Record View
    Editing Via Record View
    Editing Inline Via Subpanels
    Editing Inline Via List View
    Mass Editing Via List View

The Editing Records section describes the various methods of editing existing records, including inline via the record view, in full edit mode on the record view, inline via the subpanel on related module records, inline via the list view, and via the Mass Update option on the list view. 
Deleting Records
    Deleting Via Record View
    Deleting Via List View
    Mass Deleting Via List View
The Deleting Records section describes the various methods of deleting unwanted records, including via the record view, an individual record's Actions menu on the list view, and the Mass Actions menu on the list view.
Exporting Records The Exporting Records section provides an introduction to the export functionality, which allows you to download a list of records and all their data as a .csv file for use outside of Sugar (e.g. in Microsoft Excel).
Recalculating Calculated Values The Recalculating Calculated Values section provides instructions on utilizing the Recalculate Values list view option to update calculated field values in the module if the administrator has changed the field's formula via Admin > Studio.
Finding Duplicate Records The Finding Duplicate Records section provides instructions for locating duplicate records. If searching on matching fields (e.g. Name) identifies one or more duplicates, they can be merged into a single record.
Merging Records
    Merging Via List View
The Merging Records section provides instructions for merging duplicates, which combines field values and related records into a single record.
Favoriting Records
    Favoriting via List View
    Favoriting via Record View

The Favoriting Records section describes the various methods of marking records as favorites, including via the list view and record view.

Note: You can only mark records as favorites via the Product Catalog module. Favoriting a product catalog record allows you to easily access the product from the list view, Product Catalog Quick Picks dashlet, or the Product Catalog module tab. For more information on the Product Catalog Quick Picks dashlet, please refer to the Opportunities or Quotes documentation. 

Sharing Records The Sharing Records section provides instructions for the Share record view option, which composes an email with a link to the record. If the recipient is logged into Sugar, clicking the link will bring them directly to the record view.

Quotes Configuration

The Quotes Configuration page allows you to specify the fields and their order which are available when working with quote records. When viewing or editing a quote in record view, the quote worksheet appears beneath its panels of fields. This is where product groups, quoted line items, and comments can be created and rearranged along with any discounts, taxes, or shipping fees. The worksheet is broken into three portions, the Summary Bar Header, Worksheet Columns, and Grand Totals Footer.

Note: The Quotes Configuration functionality is not available for Sugar Serve users. For more information on license types and the functionality available for each, refer to the User Management documentation. 

To modify each section's available fields and field order, click the desired section in the Quotes Configuration page. Doing so will open that section's preview on the left and the list of available, displayed, and related fields to the right. Click the boxes next to each field to toggle whether it is displayed or not.
select fields quotes config

The meanings of the three display statuses are as follows:

  • Available (Empty Box) : The field is not displayed in the worksheet nor is it being used in the calculation of a displayed field.
  • Related (Solid Box) : The field is not displayed in the worksheet. It is being used in the calculation of a displayed field. Hovering over a field marked as "Related" shows a list of fields that use it in their calculations.
  • Displayed (Checked Box) : The field is displayed in the worksheet. It may also be being used in the calculation of another displayed field.

All fields belonging to the Quotes module will be available for use in the Summary Bar Header section while the Grand Totals Footer section allows selection of any currency fields in the Quotes module. Fields belonging to the Quoted Line Items module are available for the Worksheet Columns section. Beneath each section's preview, the list of default fields for that section is displayed. Clicking the Restore Defaults link will revert any changes so that the section displays the default list of fields. For more information about the worksheet and its sections, refer to the Quotes documentation in the Application Guide.
Note: Image fields marked to display will be read-only in the quotes worksheet.

To rearrange the fields within a section, simply drag and drop each field in the section's preview.
reorder quotes config

Once you have configured each section as desired, click "Save" to finalize your changes. Clicking "Cancel" will revert your changes.

Note: Changes made to the quotes worksheet will not apply when working with quotes within Sugar Mobile.

Shipping Providers

The Shipping Providers module controls and maintains the Shipping Provider field in the Quotes module. The Shipping Provider field allows you to determine how you are going to transport the purchased products or services to the customer.

Note: The Shipping Providers module is not available for Sugar Serve users. For more information on license types and the functionality available for each type, refer to the User Management documentation. 

Shipping Provider Fields

The Shipping Provider module contains three 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.

Field Description
Shipping Provider The provider's name as it will appear in the Shipping Provider field of the Quotes module
Status Select "Active" or "Inactive" to indicate which shipping providers are displayed as options in the Shipping Provider field
Order Enter a number to specify the order in which this shipping provider option will appear in the quote's Shipping Provider field list

Shipping Provider Menus

The Shipping Providers module contains various options and functions that 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 module-specific functionality, within this page.

Module Tab Menus

The Shipping Providers list view can be accessed by navigating to the Admin page and selecting "Shipping Providers" under the Product and Quotes panel. Click the tab to access the Shipping Providers list view. You may also click the triangle in the Shipping Providers tab to display the Actions and Recently Viewed menus. The Actions menu allows you to perform important actions within the module. The Recently Viewed menu displays the list of shipping providers you most recently viewed. 
shippingprovidersmodulemenu

The module tab's Actions menu allows you to perform the following operations:

Menu Item Description
Shipping Provider List

Opens the Shipping Providers list view layout to search and display shipping providers

Tax Rate List Opens the Tax Rates list view layout to search and display tax rates

List View Menus

The Shipping Providers list view displays all shipping provider records and allows for searching and filtering to locate specific shipping providers. You can view the basic details of each record within the field columns of the list view or click the shipping provider's name to open the record view. To access the module's list view, simply navigate to the Admin page and select "Shipping Providers" under the Product and Quotes panel. You can also click the module's tab in the navigation bar once the Shipping Providers module opens.

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 shipping provider records or click the checkbox in the list header to select all records displayed on the current set of list view results. 
Manufacturers ListViewMassActionsMenu

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

Menu Item Description
Mass Update Mass update one or more shipping provider records at a time
Merge Merge two or more duplicate shipping providers 
Delete Delete one or more shipping provider records at a time
Export Export one or more shipping provider records to a CSV file
List View Record Actions Menu

The Record Actions menu to the far right of each record's row allows you to perform actions on individual shipping provider records directly from the list view.
pcat-list-actions77

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

Menu Item Description
Preview (Eye icon) Preview this shipping provider in the intelligence pane
Edit Edit this shipping provider
Delete Delete this shipping provider

Record View Actions Menu

The Shipping Providers record view displays a single shipping provider in full detail including its fields. To access a shipping provider's record view, simply click the hyperlinked shipping provider name in the Shipping Providers list view. 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. 
shippingprovidersrecordmenu

The Actions menu allows you to perform the following operations:

Menu Item Description
Edit Edit this shipping provider
Share Share a link to this shipping provider via email
Find Duplicates Locate potential duplicates of this shipping provider
Copy Duplicate this shipping provider
Delete Delete this shipping provider

Ordering Shipping Providers

The Order field in the module defines the order in which the shipping provider options are displayed in the corresponding Shipping Provider field of the Quotes module. Enter the numeric value (e.g. 1, 2, 3) in the shipping provider record's Order field to determine the order it will display in the corresponding field list (Shipping Provider) on the quote record. For example, a shipping provider record with an order value of "1" will display at the top of the list followed by the next value (e.g. 2), and so forth. When creating new shipping provider records, the Order field will automatically increment to the next number in the list, thereby adding the new option to the bottom of the list. The Order field can be overwritten with another number if you would like to manually re-order the options.

Tax Rates

The Tax Rates module controls and maintains the Tax Rates field in the Quotes module. The Tax Rates field allows you to apply the applicable tax rate to the quote's taxable subtotal. Tax rates can be added as any necessary percentage, so they will be able to include national and international rates.

Note: The Tax Rates module is not available for Sugar Serve users. For more information on license types and the functionality available for each type, refer to the User Management documentation. 

Tax Rate Fields

The Tax Rate module contains four 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 below definitions are suggested meanings for the fields.

Field Description
Tax Rate Name The tax rate's name as it will appear in the Tax Rate field of the Quotes module
Percentage The percentage of the quote's subtotal that will be taxed
Status Select "Active" or "Inactive" to indicate which tax rates are displayed as options in the Tax Rate field
Order Enter a number to specify the order in which this tax rate option will appear in the quote's Tax Rate field list 

Tax Rate Menus

The Tax Rates module contains various options and functions that 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 module-specific functionality, within this page.

Module Tab Menus

The Tax Rates list view can be accessed by navigating to the Admin page and selecting "Tax Rates" under the Product and Quotes panel. Click the tab to access the Tax Rates list view. You may also click the triangle in the Tax Rates tab to display the Actions and Recently Viewed menus. The Actions menu allows you to perform important actions within the module. The Recently Viewed menu displays the list of tax rates you most recently viewed. 
taxratesmodulemenu

The module tab's Actions menu allows you to perform the following operations:

Menu Item Description
Shipping Provider List Opens the Shipping Providers list view layout to search and display shipping providers
Tax Rate List Opens the Task Rates list view layout to search and display tax rates
Import Tax Rates Opens the import wizard to create or update tax rates using external data

List View Menus

The Tax Rates list view displays all tax rate records and allows for searching and filtering to locate specific tax rates. You can view the basic details of each record within the field columns of the list view or click the tax rate's name to open the record view. To access the module's list view, simply navigate to the Admin page and select "Tax Rates" under the Product and Quotes panel. You can also click the module's tab in the navigation bar once the Tax Rates module opens.

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 tax rate records or click the checkbox in the list header to select all records displayed on the current set of list view results. 
Manufacturers ListViewMassActionsMenu

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

Menu Item Description
Mass Update Mass update one or more tax rate records at a time
Merge Merge two or more duplicate tax rates 
Delete Delete one or more tax rate records at a time
Export Export one or more tax rate records to a CSV file
List View Record Actions Menu

The Record Actions menu to the far right of each record's row allows you to perform actions on individual tax rate records directly from the list view.
pcat-list-actions77

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

Menu Item Description
Preview (Eye icon) Preview this tax rate in the intelligence pane
Edit Edit this tax rate
Delete Delete this tax rate

Record View Actions Menu

The Tax Rates record view displays a single tax rate in full detail including its fields. To access a tax rate's record view, simply click the hyperlinked tax rate name in the Tax Rates list view. 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. 
taxraterecordmenu

The Actions menu allows you to perform the following operations:

Menu Item Description
Edit Edit this tax rate
Share Share a link to this tax rate via email
Find Duplicates Locate potential duplicates of this tax rate
Copy Duplicate this tax rate
Delete Delete this tax rate

Ordering Tax Rates

The Order field in the module defines the order in which the tax rate options are displayed in the corresponding Tax Rate field of the Quotes module. Enter the numeric value (e.g. 1, 2, 3) in the tax rate record's Order field to determine the order it will display in the corresponding field list (Tax Rate) of the Quotes module. For example, a tax rate record with an order value of "1" will display at the top of the list followed by the next value (e.g. 2), and so forth. When creating new tax rate records, the Order field will automatically increment to the next number in the list, thereby adding the new option to the bottom of the list. The Order field can be overwritten with another number if you would like to manually re-order the options.

Last modified: 2021-01-29 14:52:05