SugarCRM SupportProduct GuidesSugar Versions9.09.0 UltimateSugar Ultimate 9.0 Application GuideRevenue Line Items

Revenue Line Items

Overview

Sugar's Revenue Line Items module consists of individual line items of potential business which are included on an opportunity record and tracked through the sales life cycle. The opportunity record acts as a header for one or more revenue line item records. This allows for greater granularity when working opportunities and forecasting since each line item within an opportunity can have it's own sales stage and probability as well as being included or excluded from a user's forecasting worksheet individually. For more information about how opportunities and revenue line items interact, please refer to the Opportunities and Revenue Line Items section of this page.

Each revenue line item may be related to a product from your organization's Product Catalog. Doing so will cause the product's values to automatically populate matching fields on the revenue line item. For more information, please refer to the Products and Revenue Line Items section of this page.

This documentation will cover information and actions specific to the Revenue 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 Revenue Line Items section of this page. 

Please note that you will only be able to see revenue 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. 

Note: If your instance is configured to use opportunities alone without revenue line items, please refer to the Opportunities documentation in the Professional edition Application Guide. For more information about changing your opportunities model via Admin > Opportunities, please see the Opportunities Configuration documentation in the Administration Guide.

Revenue Line Item Fields

The Revenue Line Items module contains a number of stock fields which come out-of-the-box with Sugar. For information on using and 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. Administrators or users with developer-level role 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 to which the related opportunity belongs

This value is automatically populated based on the selected opportunity's related account and may not be manually modified.

Assigned To The Sugar user assigned to the revenue line item
Associated Quote

The quote that was generated based on this revenue line item

Each revenue line item may only be included on a single quote which may only be generated once.

Best

The most optimistic amount that may be won for the revenue line item 

The amount will display in the system default currency or, if your Show Preferred Currency option is enabled on your user profile, in your preferred currency. If the record's selected currency differs, you will also see a grey box with the value displayed using the record's selected currency. For more information, please refer to the Currencies and Revenue Line Items section of this page.

If no value is provided, the Best field will be automatically filled with the value of the Likely field or the value of the Calculated Revenue Line Item Amount field.

Unless the sales stage is set to "Closed Lost", the revenue line item's Best value will roll up into the parent opportunity.

Calculated Revenue Line Item Amount

The line item's calculated value based on the Quantity, Unit Price, and Total Discount Amount fields

Note: This value is automatically calculated and cannot be directly modified. To adjust the Calculated Revenue Line Item Amount, you must edit the revenue line item's quantity, discount, or unit price. If the line item is based on a product in the Product Catalog, then the unit price can only be edited at the product level.

Campaign

The campaign, if any, from which the revenue line item opportunity originated

Category

The category to which the revenue line item's product belongs

Note: The default value is populated with the Parent value of a selected product and may be modified manually. For more information on creating product categories, please refer to the Products and Quotes documentation in the Administration Guide.
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.
Cost

The actual cost of the revenue line item's product

The amount will display in the system default currency or, if your Show Preferred Currency option is enabled on your user profile, in your preferred currency. If the record's selected currency differs, you will also see a grey box with the value displayed using the record's selected currency. For more information, please refer to the Currencies and Revenue Line Items section of this page.

Note: The value is automatically populated based on the selected product and may not be modified manually

Date Created The date the revenue line item record was created
Date Modified The date the revenue line item record was last modified
Description A description or other information about the revenue line item
Expected Close Date The date when the revenue line item is expected to close or already has closed
Forecast

The revenue line item's commit range for forecasting (e.g. "Include", "Exclude", etc.)

Note: The available values are determined by the Ranges configuration in Admin > Forecasts. For more information on configuring forecasting ranges, please refer to the Forecasts documentation in the Administration Guide.

Lead Source The source (e.g. Trade Show) from which the revenue line item opportunity originated
Likely

The most likely amount that may be won for the revenue line item

The amount will display in the system default currency or, if your Show Preferred Currency option is enabled on your user profile, in your preferred currency. If the record's selected currency differs, you will also see a grey box with the value displayed using the record's selected currency. For more information, please refer to the Currencies and Revenue Line Items section of this page.

If no value is provided, the Likely field will be automatically filled with the value of the Calculated Revenue Line Item Amount field.

Unless the sales stage is set to "Closed Lost", the revenue line item's Likely value will roll up into the parent opportunity.

List Price

The list price of the revenue line item's selected product

Note: The value is automatically populated based on the selected product and may not be modified manually

Mft Part Number The manufacturer's part number for the revenue line item's product, if any, selected from the Product Catalog
Modified by Name The Sugar user who last modified the revenue line item record
Next Step The succeeding stage of the revenue line item's sales cycle
Opportunity Name The opportunity to which the revenue line item belongs
Probability (%)

The revenue line item's current likelihood of being won

Note: This value is calculated based on the selected Sales Stage and cannot be edited.

Product

The product's name as selected from the product catalog list or manually entered as new

Note: For more information on creating and managing the product catalog, please refer to the Products and Quotes documentation in the Administration Guide.

Quantity The number of products being purchased
Sales Stage

The revenue line item's current state in the sales process (e.g. Prospecting, Qualification, etc.)

Note: When the revenue line item's sales stage is set to "Closed Lost", the values (e.g. Likely, Best, etc.) associated with the revenue line item no longer roll up into the parent opportunity.  

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.
Tax Class

Tax classification (e.g. taxable, non-taxable) for the revenue line item's product, if any, selected from the Product Catalog

Note: When a product is selected, the value is automatically populated based on the value defined in the Product Catalog and may not be modified manually

Teams The Sugar team(s) assigned to the revenue line item record
Total Discount Amount The amount of the discount provided for the revenue line item
Type

The type of the revenue line item's business (e.g. New Business or Old Business)

Unit Price

The unit price of the revenue line item's product

The amount will display in the system default currency or, if your Show Preferred Currency option is enabled on your user profile, in your preferred currency. If the record's selected currency differs, you will also see a grey box with the value displayed using the record's selected currency. For more information, please refer to the Currencies and Revenue Line Items section of this page.

Note: The default value is automatically generated based on the formula defined in the Product Catalog and may not be modified manually

Weight The weight of the product, if any, selected from the Product Catalog
Worst

The least optimistic amount that may be won for the revenue line item

The amount will display in the system default currency or, if your Show Preferred Currency option is enabled on your user profile, in your preferred currency. If the record's selected currency differs, you will also see a grey box with the value displayed using the record's selected currency. For more information, please refer to the Currencies and Revenue Line Items section of this page.

If no value is provided, the Worst field will be automatically filled with the value of the Likely field or the Calculated Revenue Line Item Amount field.

Unless the sales stage is set to "Closed Lost", the revenue line item's Worst value will roll up into the parent opportunity.

Sales Stages

A sales stage identifies the current stage (e.g. Prospecting, Qualification, etc.) that the revenue line item is in during the sales cycle. When you select a sales stage in the revenue line item record, the system automatically populates the corresponding probability value (e.g. 10, 20, etc.) in the Probability (%) field. These probability values are a useful tool as it helps calculate and predict your sales forecast for a specified time period. For more information on the Forecasts module, please refer to the Forecasts documentation. Administrators have the ability to configure the sales stage and probability values for each sales stage via Admin > Dropdown Editor. For more information, please refer to the Adding Custom Sales Stages and Probabilities to Opportunities article.

Please note that the below values are only guidelines for defining your sales stage, and you can skip one or more stages based on your organization's needs.

Sales Stage Probability Suggested Definition
Prospecting 10 This is the first stage in the sales process and indicates that the opportunity or revenue line item with this prospect is new and needs to be qualified by a sales representative.
Qualification 20  The sales representative is currently interacting with the prospect to determine if a sales opportunity exists.
Needs Analysis 25  After determining that the prospect has an interest in the products or services, the sales representative now uncovers the prospect's business challenges.
Value Proposition 30  After uncovering the prospect's business challenges, the sales representative now maps the company's products and/or services to the prospect's business challenges and describes the value of the solution.
Id. Decision Makers 40  After determining that there is a match between the prospect's business challenges and the company's products and/or services, the sales representative now identifies the decision makers necessary to close this opportunity or revenue line item.
Perception Analysis 50  The sales representative analyzes the prospect's perceived value of the company's solution at this stage in order to prepare the appropriate combination of products and services for the sales quote.
Proposal/Price Quote 65  The sales representative delivers the proposal, sometimes called the price quote, to the prospect.
Negotiation/Review 80  The sales representative reviews and negotiates the proposal with the prospect.
Closed Won 100  The sales representative has won this opportunity or revenue line item and the company can now bill the customer.
Closed Lost The sales representative has lost this opportunity or revenue line item. 

Working With Revenue Line Items

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 Working With Revenue Line Items section describe Revenue Line Items-specific behaviors and functionality. 

Content Link Description

Creating Revenue Line Items
    Basic Revenue Line Item Creation
    Creating via Quick Create
    Creating via Subpanels
    Creating via Duplication
    Importing Revenue Line Items

The Creating Records section covers the various methods of creating new revenue line item records, including via the Create button in the Revenue Line Items module, the Quick Create menu on the upper right of every Sugar page, via the Revenue Line Items subpanel on related modules, duplication of an existing revenue line item record, and importing a list of revenue line items into Sugar using a .csv spreadsheet.
Viewing Revenue Line Items
    Viewing via List View
    Viewing via Record View
    Viewing via Recently Viewed
    Viewing via Activity Streams
    Viewing via Preview
    Viewing via Reports
The Viewing Records section describes the various methods of viewing revenue line item records, including via the Revenue Line Items list view and record view, the Recently Viewed menu in the Revenue Line Items module tab, activity stream entries concerning revenue line item updates or where a user mentions a revenue line item, previewing revenue line items in the right hand side panel, and reports displaying revenue line item data.
Searching for Revenue Line Items
    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 revenue line items: global search, which searches across all Sugar modules, and list view search, which searches and filters within the Revenue Line Items module.
Revenue Line Items 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 Revenue Line Items
    Activity Stream
    Dashboards
The List View section walks through the many elements of the Revenue Line Items List View layout which contain a filterable list of all revenue line item records in Sugar. While the generic menu options are described in the User Interface sections linked to the left, the options specifically available in the Revenue Line Items list view are described in the List View Mass Actions Menu and List View Record Actions Menu sections of this page. 
Revenue Line Items Record View
    Favorite Designation
    Following Designation
    Next or Previous Record
    Actions Menu
    Show More
    Subpanels
        Related Record Subpanels
        Filtering Subpanels
        Reordering Subpanels
    Activity Stream
    Dashboards
The Record View section walks through the many elements of the Revenue Line Items Record View layout which contain detailed information about a single revenue line item record. While the generic menu options are described in the User Interface sections linked to the left, the options specifically available in the Revenue Line Items record view are described in the Record View Actions Menu section of this page.  
Editing Revenue Line Items
    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 revenue line item records, including inline via the Revenue Line Items record view, in full edit mode on the record view, inline via the Revenue Line Items subpanel on related module records, inline via the Revenue Line Items list view, and via the Mass Update option on the list view.
Deleting Revenue Line Items
    Deleting via Record View
    Deleting via List View
    Mass Deleting via List View

The Deleting Records section describes the various methods of deleting unwanted revenue line items, including via the Revenue Line Items record view, an individual record's Actions menu on the Revenue Line Items list view, and the Mass Actions menu on the list view.


Note: A revenue line item may be deleted only if its Status field is not set to "Closed Won" or "Closed Lost". For data integrity purposes, closed revenue line items may not be deleted.

Exporting Revenue Line Items The Exporting Records section provides an introduction to the export functionality which allows you to download a list of revenue line items 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 Revenue Line Items The Finding Duplicate Records section provides instructions for locating duplicate revenue line item records. If searching on matching fields (e.g. Name) identifies one or more duplicates, they can be merged into a single record.
Merging Revenue Line Items
    Merging via List View
The Merging Records section provides instructions for merging duplicate revenue line items which will combine field values and related records into a single revenue line item.
Viewing Revenue Line Item Historical Summaries The Viewing Record Historical Summaries section describes the Historical Summary record view option which displays quick details of the revenue line item record's related calls, meetings, emails, notes, and tasks.
Viewing Revenue Line Item Audit Logs The Viewing Record Audit Logs section describes the View Audit Log record view option which displays a history of changes to the revenue line item's audited fields.
Revenue Line Item PDFs
    Downloading Revenue Line Item PDFs
    Emailing Revenue Line Item PDFs
The Record PDFs section provides instructions for these record view options which allow you to download or email .pdf files of revenue line item information as configured by an administrator via Admin > PDF Manager.
Favoriting Revenue Line Items
    Favoriting via List View
    Favoriting via Record View
    Favoriting via Subpanel
The Favoriting Records section describes the various methods of marking revenue line items as favorites, including via the Revenue Line Items list view, Revenue Line Items record view, or any Revenue Line Items subpanel appearing on the record view of a related module. Favoriting a revenue line item allows you to easily access it from list views, dashlets, or the Revenue Line Items module tab.
Following Revenue Line Items
    Following via List View
    Following via Record View
The Following Records section describes the various methods of marking revenue line items as "Following", including via the Revenue Line Items list view and record view. Following a revenue line item causes its activity stream updates to be included on your Home page and Revenue Line Items list view activity streams so that you can easily keep up with changes and user posts on the record.
Sharing Revenue Line Items The Sharing Records section provides instructions for the Share record view option which composes an email with a link to the revenue line item record. If the recipient is logged into Sugar, clicking the link will bring them directly to the revenue line item's record view.

Revenue Line Item Menus

The Revenue 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 a link to more information about each option in the User Interface documentation or, for Revenue Line Items-specific functionality, within this page. 

Module Tab Menus

The Revenue Line Items module tab is typically located under the More tab of the navigation bar at the top of any Sugar screen. Sugar normally displays the top six modules shown in the Display Modules list of your user preferences with the remaining displayed modules grouped under the More tab. For more information on displayed modules for the navigation bar, please refer to the Layout Options section of the Getting Started documentation.

Click the tab to access the Revenue Line Items list view. You may also click the triangle in the Revenue Line Items 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 revenue line items you most recently viewed. The Favorites menu displays the list of revenue line items you most recently marked as favorites.
711-rli-menu

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

Menu Item Description
Create Revenue Line Item Opens the record view layout to create a new revenue line item
View Revenue Line Items Opens the list view layout to search and display revenue line items
Import Revenue Line Items Opens the import wizard to create or update revenue line items using external data

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

  • The Revenue 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 Revenue 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 Revenue Line Items module for your entire Sugar instance. Reach out to your Sugar administrator to have the Revenue 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 Revenue Line Items list view displays all revenue line item records and allows for searching and filtering to locate specific revenue line items. You can view the basic details of each record within the field columns of the list view or click a revenue 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 revenue 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 revenue line items at a time
Merge Merge two or more duplicate revenue line items
Delete Delete one or more revenue line items at a time
Export Export one or more revenue 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 revenue line item directly from the list view.
711-list-actions

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

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

Record View Actions Menu

The Revenue Line Items record view displays a single revenue line item in full detail including its fields, subpanels of related records, and activity stream. To access a revenue line item's record view, simply click a hyperlinked revenue 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.
711-record-menu 

The Actions menu allows you to perform the following operations:

Menu Item Description
Edit Edit this revenue line item.
Share

Share a link to this revenue 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 Revenue 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 Revenue 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

Generate Quote Generate a quote based on this revenue line item.
Find Duplicates Locate potential duplicates of this revenue line item.
Copy Duplicate this revenue line item to create a new revenue line item.
Historical Summary View a historical summary of activities (e.g. calls, meetings, etc.) related to this revenue line item.
View Audit Log View a record of changes to this revenue line item.
Delete Delete this revenue line item.

Opportunities and Revenue Line Items

In Sugar, the opportunity serves as a header for a set of revenue line items, and the opportunity's amount and probability fields are roll-ups of this revenue line item data. Each revenue line item represents the prospective sale of an individual product. This means that each opportunity must relate to one or more revenue line items, and each revenue line item must relate to an opportunity. When creating an opportunity, you will be required to also create at least one revenue line item in a subpanel beneath the opportunity fields as described in the Creating Simultaneously With Opportunities section of this page. Special consideration also needs to be given to the importing of opportunities and revenue line items as discussed in the Importing Revenue Line Items section below. Revenue line items and their relationship with opportunities are unique in that they can be deleted from Sugar via the Revenue Line Items subpanel while viewing an opportunity. Instructions for doing so are covered in the Deleting via Opportunities Module section below.

Creating Simultaneously With Opportunities

When creating an opportunity, a subpanel appears beneath the opportunity fields where you must create one or more revenue line items.711-create-with-opp

The Revenue Line Items subpanel allows the following operations during opportunity creation:

  • Scroll horizontally within the subpanel to view all available revenue line item fields.
  • Click the Plus button on the far right of the subpanel row to add additional revenue line items to the opportunity. The current Revenue Line Item row will be validated when adding a new row to ensure that all required fields and data are entered properly.
  • To remove any revenue line items from the opportunity, simply click the Minus button to the left of the Plus button. Please note that you cannot remove the first revenue line item as at least one related revenue line item is required for the opportunity to save.

After saving the opportunity, the revenue line item(s) will appear in the Revenue Line Items subpanel beneath the opportunity record's fields in the record view.

Deleting via Opportunities Module

If a revenue line item is invalid or should no longer appear in your organization's Sugar instance, it may be deleted as long as its Status field is not set to "Closed Won" or "Closed Lost". For data integrity purposes, closed revenue line items may not be deleted. Deletion may be performed from either the Revenue Line Items detail view or list view, as described in the User Interface documentation. Revenue line items are unique in that they can also be deleted via the Revenue Line Items subpanel on the related opportunity's record view. Please note that deleting revenue line item records will not delete the related records and will only remove the relationship, so you may wish to also delete any related records to avoid orphaned records.

Use the following steps to delete one or more revenue line item records via the Revenue Line Items subpanel on an opportunity record:

  1. Navigate to an opportunity in record view.
  2. Scroll to the Revenue Line Items subpanel in Data View below the opportunity's fields.
  3. Select the desired records then choose "Delete" from the Actions menu.
    711-delete-via-opps
  4. A pop-up message will display asking for confirmation. Click "Confirm" to proceed.

Importing Revenue Line Items

The import function allows you to push multiple revenue line items records into Sugar using a .csv file instead of creating them one-by-one. When an opportunity is imported into Sugar, at least one revenue line item must also be imported and related to the opportunity in order to populate the amounts (e.g. best, likely, etc.) and Expected Close Date field on the opportunity record. When you are importing opportunity and revenue line items, please be sure to import your opportunities first, followed by your revenue line items. Each revenue line item row must include its parent opportunity's ID as well as values for its amount fields (i.e. Best, Likely, Worst). For more information on importing, please refer to the Import documentation.

Products and Revenue Line Items

Sugar's Product Catalog module contains a list of all products or services that your organization sells. This module provides the Revenue Line Items and Quoted Line Items modules with the template used when creating products to be used for Opportunities and Quotes, including pricing and cost information as well as information about the manufacturer. The Product Catalog is maintained by administrators via Admin > Products and Quotes. For more information, please refer to the Products and Quotes documentation in the Administration Guide.

Each revenue line item has the option to relate to an existing product from the product catalog via the Product field. Please note that you can add revenue line items based on a product catalog item using your preferred currency instead of the product catalog item's currency by enabling the Create Revenue Line Items in Preferred Currency option in your user profile. If you choose to select a product from the product catalog, several fields will populate automatically to match the chosen product. Only line items which relate to a product from the catalog will be eligible to be used to generate a quote. For more information on generating quotes from revenue line items, please refer to the Quotes and Revenue Line Items section of this page.
711-select-product

Currencies and Revenue 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.

Users can specify their own preferred currency in their user profiles; records that the user creates will default to this currency. If they choose to also enable the Show Preferred Currency option in their profiles, currency fields throughout Sugar will display in their chosen currency. When a user enables the Create Revenue Line Items in Preferred Currency option, the user's preferred currency will be used when creating revenue line items based on a product catalog item, rather than the default behavior of using the product catalog item's currency. For more information, please refer to the Getting Started documentation. Finally, each revenue line item record has a Currency field where you will specify the currency being used for this particular business transaction

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 revenue 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 Likely value that equals 500 in US Dollars, then the search result will return all line items with a Likely value of $500 but will exclude values of €500 or other currency values which are equivalent to $500. 
711-filter-currencies

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 revenue line item's Likely 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 revenue 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 the field is 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 revenue line item provided the sales stage is not set to "Closed Won" or "Closed Lost". If the line item is in any other sales stage, the conversion rate will update under the following scenarios:

  • The revenue 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 opportunity.
  • An administrator updates the currency exchange rate under Admin > Currencies. This will trigger a scheduled job which updates all revenue line items saved with that currency to the new rate.

When the viewing user's profile has the Show Preferred Currency option selected, the converted amounts display in the user's preferred currency. In this case, the conversion rate used to calculate the converted amounts is drawn directly from the conversion rate at the system level rather than any conversion rate stored on the record. This means that the value will always use the current conversion rate regardless of the line item's sales stage. For this reason, the converted amount fields should not be considered historically accurate for closed revenue line items when it is using the user's preferred currency. For information about setting a user's Preferred Currency and Show Preferred Currency options, please refer to the Getting Started documentation.

Emails and Revenue Line Items

Revenue line items may be related to emails by being selected in the email's Related To field. These relationships allow the revenue line item to display all relevant email correspondence in the Emails subpanel, as described below, and in the History dashlet on a revenue line item's record view.

Emails Subpanel

The Emails subpanel in the Revenue Line Items module displays emails which are related to the revenue line item record via the email's Related To field. These emails will also appear in the History dashlet on a revenue line item's record view. 

The Emails subpanel allows the following functions to be performed:

  • Email Details : To view the details of an email, click the subject to open it in detail view.
  • Record Count : Subpanel headers display the total count of related records (e.g. "5 of 6+") next to the module name. The count captures the number of records currently displayed with an additional, hyperlinked number (e.g. "6+") where there are more records than currently displayed. Click the hyperlinked number to see the total count of related records.
  • Collapse or Expand : Click anywhere in the subpanel's header to collapse or expand it. Subpanels will remain collapsed or expanded on future visits to the module.
    • Note: Administrators can choose to disable collapse stickiness or to collapse all subpanels by default via Admin > System Settings. For more information, please refer to the System documentation in the Administration Guide.
  • Column Widths : Place your cursor on the column divider. When the double arrow cursor appears, click and drag the column to the desired size. Please note that the column width will not be preserved when you navigate away from the page.
  • Column Sort : Click a column header to sort the subpanel's items by that value. Clicking the same header again will reverse the sorting order (e.g. from ascending to descending).
  • Compose a New Email : Click the Plus button on the upper right of a subpanel to create a new email with, by default, a relationship to the revenue line item you are currently viewing. The email will automatically select the revenue line item in the Related To field.
    • Note: Because creating a new related record opens a drawer on top of the current record view, you should use the Cancel button to return to record view. Using the browser's back button will return you to the previous page.
  • More Records : By default, Sugar displays up to five records in each subpanel, though administrators can alter the number via Admin > System Settings as described in the System documentation of the Administration Guide. If additional related records exist, click "More {Module Name}..." (e.g. "More emails...") at the bottom of the subpanel to load the next set of records.

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Quotes and Revenue Line Items

Quotes and opportunities both track sales throughout their lifecycle, but the two modules serve different purposes. Quotes allow you to communicate the details of a sale with customers while opportunities, with their revenue line item, allow you to forecast potential sales and the possible ranges of their dollar amounts. To aid in using both modules, Sugar allows you to generate a quote from a set of revenue line items as well as to use a quote to generate an opportunity and its set of revenue line items.

Generating Quotes From Revenue Line Items

Users may use one or more revenue line items to generate a new quote. Doing so copies all relevant information from the revenue line item(s) to the new quote's fields. Only revenue line items which include a product from the Product Catalog in their Product field may be used to generate a quote. The generated quote will be automatically linked to the revenue line item and displayed in its Associated Quote field.

After being used in a quote generation, the revenue line item will show a "Quoted" badge at the top of its record view.
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Revenue line items which have not been included on a quote display a "Not Quoted" badge instead.
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Please note that each revenue line item may be used to generate a quote only once. The option will no longer be available from a revenue line item's record view once it has been included on a quote. The effect is that each revenue line item may be a part of only one quote.

Generating a Quote via Subpanel

Users may also generate a quote from one or more revenue line items on an opportunity record.

Use the following steps to generate a quote via the Revenue Line Items subpanel on an opportunity record:

  1. Navigate to an opportunity in record view.
  2. Scroll to the Revenue Line Items subpanel in Data View below the opportunity's fields.
  3. Select the checkboxes of the revenue line items you would like to include in the quote.
    • Note: Only revenue line items which have not been included in previous quotes may be used to generate a new quote.
  4. Choose "Generate Quote" from the Actions menu.
    711-quote-from-subpanel
  5. The quote record that opens in edit view will have all relevant fields and line items automatically populated from the revenue line item records. Make any necessary modifications, then click "Save" to preserve your changes.

Generating a Quote via Record View

Users may also generate a quote from a single revenue line item record from the Revenue Line Item record view.

Use the following steps to generate a quote via the Revenue Line Item's record view:

  1. Navigate to an unquoted revenue line item's record view.
  2. Select "Generate Quote" from the Actions menu.
    711-quote-from-record
    Alternatively, click the "Not Quoted" badge to initiate the same quote-creation process.
    711-quote-from-badge2
  3. The quote record that opens in edit view will have all relevant fields and line items automatically populated from the revenue line item record. Make any necessary modifications, then click "Save" to preserve your changes.

Generating Revenue Line Items From Quotes

To generate an opportunity including its set of revenue line items from a quote, choose "Create Opportunity from Quote" from the quote record's Actions menu.
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Note: Quotes that are already "Converted" (as indicated by the badge adjacent to the quote's name in the example pictured here) cannot be re-converted into an opportunity. The "Create Opportunity from Quote" menu option will be grayed out when the quote's badge is Converted.
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After selecting the Create Opportunity... option, you will be navigated to the newly created and saved opportunity, which will be pre-populated with the original quote's values in the Name, Account Name, Expected Close Date, Best, Likely, and Worst fields. In addition, the opportunity's Type will default to "New Business" and the Status to "In Progress".
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The quoted line items related to the original quote will be copied to new revenue line items related the new opportunity. By default, the Sales Stage values for these revenue line items are set to "Proposal/Price Quote", the Probability to "65%", and the Type to "New Business".

Because the probability defaults to 65%, the revenue line item will, by default, have a Forecast field value of "Exclude," meaning it will not be included in forecasts. You can edit the revenue line items and the opportunity record to modify any of these values as needed. The originating quote will be related to the new opportunity and can be found in the Quotes subpanel on the opportunity's record view. For more information on creating an opportunity from a quote, please refer to the Creating Opportunities from Quotes section of the Quotes documentation.

Last modified: 2019-02-28 00:35:41