Basics of grouping quotation lines

Quotation groups is a common, multilingual register for grouping quotation lines. The group serves as the name of the line section of the quotation, for example, Installation Supplies, Work, or Accessories. The same register line can be selected for lines in multiple quotations.

The group does not calculate a subtotal or change the quote prices. The quote lines are read in the order of the group ID, and lines belonging to the same group are displayed under a common heading. Ungrouped lines use the value 0.

Offer groups: break down long offers into clear sections

Quote groups break down the lines of a long quote into named entities. Open the registry at /quotes/groups . The table on the page displays ID , Name , and Functions . The name is chosen based on the administrator's data language, and the edit window displays the names of all active data languages.

The group ID is automatically generated as the next available integer. The quote line stores this ID in the Product Group field. The quote information service retrieves the group name for the line in the selected data language, sorts the lines first by group ID and then by quote line ID, and displays the lines in the same group under a header. Therefore, grouping also organizes the lines by group; the user does not have to manually keep the lines in the same group consecutive.

A centralized name will standardize the vocabulary across quotes. The name change will preserve the group ID, so the new language-specific name will appear on quote lines that use it on the next load. Use groups only for quote structure: a group does not create its own discount, tax, amount, or approval step.

Design offer group names

Before creating the offer group names, plan the types of sections that the customer and seller need to distinguish. Good groups include products, services, installation, accessories, and delivery-related lines. Avoid nearly identical groups that are not visible to the user.

Give each group a name in all active data languages. The maximum length of a single name is 64 characters. Use a short, title-like format because the name will be displayed as the group title on quote lines and in the Group column. Translations must mean the same structure in different languages.

The group ID affects the order of the rows, because the offers are read in group order by ID. There is no separate order field in the register and no group ordering function in the user interface. If the order of presentation of the sections is important for your business, consider it in the order of group creation. Ungrouped rows with a value of 0 come before rows grouped by positive IDs.

Create a new offer group

Create a new offer group by selecting New Group . The window that opens shows a separate name field for each data language. Fill in all languages and select Create Group . Creation will be blocked if any of the active data language names are missing, empty, or exceed 64 characters.

The service calculates an ID for the new group based on the current largest ID and adds all language rows in the same database transaction. The user does not select the ID themselves. Successful creation updates the list, after which the group is available for selection in the Product Group field of the new and existing row of the offer.

The registry does not prevent two different groups from having the same name. Therefore, check the current list before creating and avoid overlapping meanings. If the group is only needed in one offer, still consider the name as a common term in the catalog: the created group will be selected by all offers.

Edit offer group

To edit a quote group, open the Edit action on the row. Update the required language-specific names and select Save Group . The edit preserves the group ID and does not change the joins between quote lines or the row order key.

The update only writes known language rows provided in the form. If a group's language row is missing from the database, the save will stop with an error and will not automatically create the missing row. Please fix the missing language row before changing the publishable name.

Because the quote line name is retrieved from the registry based on the group ID and data language, the name change will affect all quotes using this ID on the next load. There is no impact preview for the change in the UI. Check the usage in the delete window and agree on a broad name change with the team before saving.

Attach a group to a quote line

Attach a group to the quote line in the quote edit view. Product group is an optional drop-down menu when adding a new line or editing an existing line. Select a group from the register or select an empty value if the line is not to be grouped.

In the quote row table, the name appears in the Group column. In addition, rows in a group with the same name appear under a common group header. The backend returns rows first by group ID and then by row ID, so selecting a group can move the row's position on the next load. Changing the group does not change the product, quantity, price, discount, or comment for the row.

After grouping, review the entire quote, especially ungrouped lines and groups named with different IDs. Groups with the same name but different IDs are technically still separate groups, even though the UI title may make them appear the same. The group does not calculate a subtotal per group, so verify pricing from the quote's regular total and line information.

Delete unused offer group

Only delete a quote group when no quote lines are using it. Select Delete on the group line. The deletion window retrieves the usage quantity and displays it under Quote lines . If the quantity is greater than zero, Delete group is blocked and a notification indicates the number of lines in use.

Release the group by opening the offers that use it and selecting another group or an empty value for the rows. The registry deletion window does not provide a direct link to these offers from the usage count, so you must search for the items separately. Only try deleting again when the usage count is zero.

The server checks the usage again in the same transaction before deleting the language rows. A concurrent new offer row join prevents the deletion. If the usage cannot be loaded, the deletion remains blocked. A successful deletion writes an audit trail and deletes all language rows in the group.

Where offer grouping is shown

The offer grouping is displayed in the management offer line table as both a group header and in the row's Group column. Offer lines are arranged by group ID, not in the order that the user drags. Within a group, lines remain in the order of offer line ID.

The quote group is a management quote structure information. It does not in itself guarantee a group title in the email sent to the customer, in the PDF file, or in the online store quote view. These presentation methods must read the quote line group information separately. Check the quote format that is delivered to the customer before using the grouping as the only structural explanation.

Grouping does not calculate a subtotal, organizes groups by name, and does not include a separate sequence number. If you want priced entities, make them based on the terms of the lines and amounts in the offer; do not interpret the group heading as a calculation rule.

Good to know

It is good to know about offer groups that a name is required in all active data languages when creating them and its length is a maximum of 64 characters. Creation, editing and deletion require write access to offer groups and a valid session ID.

The group is optional on a quote line. An empty selection is stored as 0, and ungrouped rows are sorted before rows with positive group IDs. Changing the group name affects all quote lines that use the same ID, but the ID does not change.

You cannot delete a group that is in use. The deletion window shows the number of quotation lines, but not a list of quotations that contain them. Groups do not produce a subtotal or other calculation, and the presentation of customer documents must be checked separately.