Quote lines

A quote line is one item or service on a quote: what you are offering, how much of it, and at what price, discount and tax. The quote's totals and Amount Summary are the sum of its lines, and its Order and Service Order buttons copy the lines onto the new order. You add lines after the quote is saved, or they arrive with the quote when it is raised from an opportunity.

Overview

A line has three parts:

• What is offered. The Item, with its SKU and Item Lot Type where the item has them, a Quantity and an optional Description.
• Its price. Unit Price, the Price List it came from, discounts and taxes. These give the line's Base Amount, Amount and Gross Amount, which roll up into the quote's totals.
• Where it came from and went. Links to the opportunity line, service recommendation or contract line it was copied from, and the approved and declined marks that Approve and Decline on the quote set.

Lines are opened from the quote's Lines tab. They have no list of their own in any app.

Unlike an opportunity line, a quote line does not count what has been released to orders. There is no pending quantity: a quote creates one sales order, or keeps adding new lines to its one service order.

When to use it

Add a line for every item or service in the offer. Change lines while you negotiate — a different quantity, a negotiated price, another tax group — and delete the ones the customer does not want. Finish the lines before you choose Order or Service Order on the quote, because those buttons copy the lines as they are at that moment.

How xMatix handles it

Where lines come from

You can add lines yourself with Quick Add. xMatix also adds them in these cases:

The line's Description is never copied from an opportunity line. The override price on an opportunity line's record page is not copied either: the quote line gets the opportunity line's Unit Price.

What happens when you save a new line

When a new line is saved, xMatix:

1. swaps in the alternate item when you picked one, and keeps the requested item in Original Item; a superseding alternate that is in force today is swapped in automatically;
2. picks the Tax Group from the tax rules (a discounted-item line gets none);
3. prices the line from the price list in force, unless you typed a unit price yourself (see How lines are priced);
4. applies the matching discount-group rule, as the line's contract discount;
5. sets Duration In Hours from the item's service duration, and for a service item priced by the hour, works out the quantity from it (see Hourly and cost-plus service lines);
6. copies the quote's header Discount onto the line, when there is one;
7. adds the components of a package item as lines of their own;
8. works out the taxes;
9. sets the posting type from the line's item service contract, or to Generate Invoices when no contract treatment applies;
10. numbers the line from the Quote Line Name Setting (series QL).

When an existing line changes, only the affected steps run again:

After any line is added, changed or deleted, xMatix also spreads the quote's discounted-item lines over the remaining lines again (see Discounted items).

How lines are priced

The Unit Price comes from a sale price list rule for the item. xMatix uses the line's own Price List, then the quote's price list, then the default price list. The rule must be in force on the price date: the line's price-as-on date, else the quote's Price As On Date, else its Document Date, else today. On a service quote, a rule set for the quote's Service Type wins over the others.

• A typed price is kept on a new line. If you enter a unit price before saving, xMatix does not replace it.
• A typed price is replaced when the line is re-priced later: by changing its item, price list or price-as-on date, by changing the quote's Price As On Date, or by Reprice on the quote.
• Bundled components are never re-priced. A component whose price is included in its package (Price Bundled) keeps its price.
• No rule, no change. When no rule matches, a saved line keeps the price it has.

A price-list rule can also carry a second price, which fills the line's Unit Price 2. When Unit Price 2 is above zero, Base Amount is worked out from it instead of from Unit Price. See Price lists.

How the amounts are worked out

• Base Amount = Quantity × the unit price (Unit Price 2 when it is above zero, else Unit Price).
• Net Discount adds up three discounts: the regular discount (Discount, or Discount Amount), the cash discount, and the contract discount set from the discount group. In each pair, an amount above zero wins over the percentage.
• Net Scheme Discount is the scheme discount, as an amount or a percentage of the base.
• Amount = Base Amount − Net Scheme Discount − Net Discount, less the line's share of any discounted-item lines (Additional Discount Share).
• Gross Amount = Amount + Tax Amount.

With Apply Post Tax Discount ticked, the discounts are worked out on the base plus tax and come off after tax: Amount is then the base, and Gross Amount is base + tax − discounts.

The contract discount from the discount group is not on the shipped line forms. If a line's Amount is lower than Base Amount less the discounts you can see, the discount group is the likely reason.

Discounted items

A line whose item is of type Discounted Item takes value off the quote instead of adding to it, and is never taxed. The item's Discount Tax Treatment decides how:

• Reduces Taxable Value — the line's value is spread over the quote's other lines in proportion to their value, into each line's Additional Discount Share. Those lines are taxed again on the lower value. The discounted-item line itself shows an amount of 0.
• After Tax — the other lines keep their value and tax, and the discounted-item line's amount is negative, so the quote total drops by it after tax.

If the discounted-item lines are worth more than the rest of the quote, the save is refused.

Package lines

When you add a package item, its mandatory and selected components are added as lines under it. Each component line points to its package through Package Quote Line. Components with a per-package quantity are scaled to the package line's quantity, and rescaled when you change it. Deleting the package line deletes its components with it. Component quantities must stay within the minimum and maximum set on the item's component definition; a mandatory component needs a quantity above zero and cannot be deleted on its own; and some components do not allow their quantity to change at all. To choose optional components, use the package configuration on the quote; see Product configurator and demos.

Hourly and cost-plus service lines

A service item can be priced by the hour or on cost. The line then has a Rate Basis — Fixed Price, Standard Hours, Actual Hours, Capped Actual or Cost Plus — taken from the item when the line is created:

• Standard Hours, Actual Hours, Capped Actual. A quote has no time sheet, so the line is always quoted on the item's standard duration: Duration In Hours comes from the item's Service Duration (Minutes), and the quantity becomes those hours. A line with no hours to quote is refused.
• Cost Plus. The unit price is the item's cost plus its markup: Markup Rate (%) on the line, else on the item. The cost comes from the inventory cost lots, else a cost price list. A line with no cost, or with no markup over its cost, is refused.

Reprice on the quote re-reads the item's standard duration and cost, so a corrected item can be re-quoted without deleting the line. A line with Rate Set Manually ticked keeps its price through every re-pricing. Rate Basis, Markup Rate (%) and Rate Set Manually are not on the shipped line forms.

What the lines carry onto orders

The line's Description is not copied onto either order. A service order does not keep the package structure: component lines arrive as ordinary lines. Nothing is written back to the quote line, so it shows no ordered quantity.

Prerequisites

• A saved quote that you are allowed to edit.
• The items you want to offer, with a price on a sale price list.
• For hourly service items, a Service Duration (Minutes) on the item; for cost-plus items, a cost and a markup.

Procedure

Step 1 — Open the lines

Open the quote and choose the Lines tab. The list shows each line's Item, Unit Price, Quantity and Tax Group, five rows at a time. Open a line from the list to see its record page.

Step 2 — Add a line

1. On the Lines tab, choose Quick Add. A short form opens in the list.
2. Pick the Item, and fill SKU and Item Lot Type if the item has them. The Item 360 panel beside the form shows the item's stock and alternates.
3. Enter the Quantity.
4. Leave Unit Price empty to take the price list price, or type the negotiated price.
5. Check the Tax Group, and add a Description if the customer needs more detail.
6. Save. The line gets its number (series QL), its price, discounts and tax, and the quote's totals and Amount Summary update. If the item is a package, its component lines appear too.

Step 3 — Change a line

• From the list. Choose Edit on the line's row. The short form opens with the line's values. Change what you need and save.
• On the record page. Open the line. Its fields can be edited in place: select a field, change it and save. Here you can also set Discount Amount and Price List, and on a service line Discount, Scheme Discount, Service Contract and Asset Service Contract Line. Edit in the header opens the short form.

Changing the Item re-prices the line from the price list, so check Unit Price afterwards if you had negotiated it. A line cannot be moved to another quote.

Step 4 — Re-price the lines

When prices have changed since the quote was made, change the quote's Price As On Date, or run Reprice where your administrator has added it to the quote. Every line is re-priced from the price list, including lines whose price you typed; bundled components and lines with Rate Set Manually keep theirs. Hourly and cost-plus lines are re-quoted from the item's current duration and cost.

Step 5 — Delete a line

Choose Delete on the line's row, or Delete in the line's header, and confirm. The quote's totals update. Deleting a package line deletes its components. A mandatory package component cannot be deleted on its own.

xMatix does not stop you deleting a line that is already on an order. Delete lines before you create the order, so the quote stays a true record of what was ordered.

Step 6 — Hand the lines on to an order

Check every line's item, quantity and price, then choose Order or Service Order on the quote — see Creating the sales order or service order. On a service quote, add later work as new lines and choose Service Order again: only the new lines are added.

Step 7 — Use lines on mobile

In the xMatix mobile app, quote lines use the mobile versions of the same forms. A new line is priced from the sale price list on the device, even while you are offline; the server works out the final price and tax when the record syncs.

Fields

The short form used by Quick Add and row Edit:

The line's record page. Sales and service lines each have their own page:

The Amounts panel beside the form shows Base Amount, Discount Amount and Tax Amount.

Not on the shipped forms. Gross Amount, Net Discount, the cash and contract discounts, Unit Price 2, Apply Post Tax Discount, Price As On Date, Duration In Hours, Rate Basis, Markup Rate (%), Rate Set Manually, Posting Type, Item Service Contract, Approved, Declined, the source links (Opportunity Line, Service Order Line, Service Recommendation, Package Quote Line) and the tax slots (Tax1–Tax6 with their names, rates and types) are kept on every line. An administrator can add them to the line forms or the Lines list; see Configuration. The entity reference describes every field.

Business rules

• Numbering. Lines are numbered from the Quote Line Name Setting: series QL, the date as day, month and year, and a six-digit counter, joined by hyphens.
• Parent lock. A line cannot be moved to another quote.
• No quantity or item check. Quote lines have no shipped validation on quantity, price or item status. A line with quantity 0 or an inactive item can be saved — check the lines before you send the quote.
• Re-pricing. Changing the item, price list or price-as-on date re-prices the line, replacing a typed price. Bundled components and lines with Rate Set Manually are never re-priced.
• Header discount. The quote's Discount percentage is copied onto lines when they are added. Changing it later does not change the discount on lines already saved.
• Package components. Quantities stay between the component's minimum and maximum; a mandatory component needs a quantity above zero and cannot be deleted on its own; some components' quantities cannot change.
• Hourly and cost-plus lines. An hourly line must have hours to quote, and a cost-plus line must have a cost and a markup above zero.
• Approve and Decline. These buttons on the quote mark the quote and every line approved or declined. They cannot be set line by line from the shipped forms.
• Declined lines are not copied to a service order. Order copies every line, and does nothing on a declined quote.
• Deleting is not guarded by ordering. A line can be deleted after the order has been created; the order keeps its own lines.

Example

A dealer's sales executive raises a quote from a customer's opportunity for two pumps and a service kit. The quote arrives with the opportunity's three lines, priced as on the opportunity. The customer asks for a spare seal kit too, so the executive chooses Lines → Quick Add, picks the seal kit, enters quantity 2 and leaves Unit Price empty. The line is numbered QL-… and priced from the dealer's sale price list.

The customer then negotiates the pump price down. The executive opens the pump line, sets the new Unit Price in place, and the line's Amount, the quote's totals and the Amount Summary update. They print the quote, the customer accepts, and the executive chooses Approve and then Order. The sales order arrives with four lines at the negotiated prices.

Training

Practice exercise

In a sandbox, as a user with the Sales Executive profile:

1. Open a sales quote and choose Lines → Quick Add. Add an item with a price on your sale price list, quantity 3, leaving Unit Price empty. Expected: the line is numbered QL-… and the list price is filled in.
2. Add a second line and type a unit price lower than the list price. Expected: your price is kept.
3. Open the second line and change its Item to another priced item. Expected: the line is re-priced from the price list.
4. Add a line with quantity 0. Expected: it saves — quote lines have no quantity check. Delete it.
5. Choose Approve, then Order on the quote. Expected: a sales order with both lines and the same prices.

Quick reference

• Add lines with Quick Add on the Lines tab; edit with the row's Edit or in place on the record page.
• Leave Unit Price empty to take the list price; a typed price is kept only until the line is re-priced.
• Changing the item, price list or price-as-on date re-prices the line.
• Quantity 0 is not refused — check the lines before sending.
• Description does not travel to orders.
• Order copies every line once; Service Order adds only lines not yet on the service order.
• Deleting a package line deletes its components.
• The discount group's discount is real but not on the shipped forms.

Permissions

Access is set on security profiles:

• Entity access. The shipped Sales, Service and System Admin profiles have full access to quote lines, including View All and Modify All. Sales Executive, Sales Manager and Standard User have Read, Create, Update, Delete, Share and Assign.
• Actions. Quick Add, Edit, in-place editing and Delete on lines are granted on the shipped Sales Executive, Sales Manager, Standard User and System Admin profiles. The Sales and Service profiles have no action grants, so their users do not see these buttons until an administrator grants them on the profile's Actions tab.
• The quote matters too. Lines change the quote's totals, so the user also needs to be able to edit the quote. Approve, Order, Service Order and Reprice are quote actions; see Quotes — Permissions.

Configuration

Administrators tailor quote lines in these places:

• Document numbering. Setup → Feature Hub → Platform → Document Settings: Quote Line Name Setting (series QL, date part and six-digit counter). See Email templates and document numbering.
• Line forms. The shipped line forms are tenant metadata you change in Design Studio: the short form (Quote Line QAP), and the record pages for sales lines (Quote Line View Sales) and service lines (Quote Line View Service). Add fields such as Gross Amount, Rate Basis, Markup Rate (%) or Price As On Date there if users need them. See Designing a form layout.
• The Lines list. The Lines tab is a list on the quote's record page. Change its columns and buttons in the quote's layout.
• Record types. Quote lines have Sales and Service record types, each with its own record page. Lines that xMatix copies in are not given a record type.
• Validations and lookup filters. None are shipped for quote lines. To refuse a zero quantity or price, add an entity validation in Design Studio.
• Picklists. Rate Basis ships with Fixed Price, Standard Hours, Actual Hours, Capped Actual and Cost Plus; Package Classification with Mandatory Item, Optional Item and Standard BOM Item; Posting Type with Auto Generate Claims and Post To Expenses. xMatix itself writes Generate Invoices into Posting Type when no contract treatment applies.
• Pricing, discounts and taxes. Sale price lists, discount groups and tax groups decide line prices and taxes — see Price lists, Tax groups and Pricing, discounts and taxes. Item components, alternates, service durations, rate bases and markups are set on the item; see Items.

Common problems

"Line '…' is priced on standard hours but the item has no standard duration, so no hours could be derived."

The item bills by standard hours but has no Service Duration (Minutes). Ask an administrator to set it on the item, or price the line another way.

"Line '…' is priced by the hour (…) but has no hours to quote."

The hourly line has no quantity. Set a standard duration on the item, or enter the hours in Quantity.

"Line '…' is priced on cost (Cost Plus) but no cost could be established for the item."

The item has no stock cost and is not on a cost price list. Receive stock, add the item to a cost price list, or set the unit price yourself and mark the rate as manual.

"Line '…' is priced on cost (Cost Plus) with a markup of 0%, so it would be quoted at cost."

Neither the line nor the item has a markup. Set Markup Rate (%) on the line or the item, or set the unit price yourself and mark the rate as manual.

"Quantity cannot be less than … for this component." or "Quantity cannot exceed … for this component."

The component's quantity is outside the range set on the package item. Enter a quantity within it. "Quantity cannot be changed for this component." means the component's quantity is fixed.

"Mandatory package component cannot be removed."

You tried to delete a mandatory component of a package. Delete the package line instead, which deletes all its components.

"The Discounted Item lines total …, more than the … value of the other lines they reduce."

The discounted-item lines take off more than the rest of the quote is worth. Lower the discounted-item line or add the lines it applies to.

"Key fields are not editable once the related objects are added. Field Name : QuoteId."

A line cannot be moved to another quote. Delete it and add it to the right quote.

My negotiated price was replaced

The line was re-priced: its item, price list or price-as-on date changed, the quote's Price As On Date changed, or Reprice ran. Type the price again, or ask an administrator to add Rate Set Manually to the line form and tick it.

The order has no description for my line

Description is not copied onto orders. Add the text on the new order.

Common questions

Why are some opportunity lines missing from my quote?

When you pick an Opportunity on a quote that was saved without one, only the opportunity lines whose item service contract matches the quote's are copied. On a quote with no Item Service Contract, lines that carry a contract are left out. Using Quote on the opportunity instead copies every line. If lines are missing, add them with Quick Add.

Can I approve or decline a single line?

Not with the shipped forms. Approve and Decline on the quote mark every line. To leave part of the offer out, delete or change those lines before approving. An administrator can add Declined to the service line form; a declined line is then left off the service order.

Does a quote line show how much has been ordered?

No. Quote lines have no ordered or pending quantity, and nothing is written back when the order is created. The order and service order lines keep a link to the quote line they came from. Order works once per quote, and Service Order recognises lines already on the service order, so neither copies a line twice.

Why does the line's Amount not match the discounts I can see?

The discount group's discount is applied as the line's contract discount, which is not on the shipped forms, and a discounted-item line on the quote can take a share off every other line. Ask an administrator to add Net Discount and Additional Discount Share to the line form to see them.

Related topics

• Quotes
• Opportunity lines
• Product configurator and demos
• Sales order lines
• Service order lines
• Price lists
• Pricing, discounts and taxes
• Quote Line — entity reference
• Quote — entity reference