# Sales job items

## Sales job items

A sales-job item is a row that records the product content of the job. Item work sits in the
sales flow that moves through its sales stages and into fulfillment.

| If you need to… | Go to |
|---|---|
| Find the job that contains the item rows | [Find sales job work](doc:find-sales-job-work) |
| See how the item area fits into the complete record | [Sales job record](doc:sales-job-record) |
| Add or price a row | [Add item rows](#add-item-rows) |
| Review delivery and commercial values | [Price the item and review delivery details](#price-the-item-and-review-delivery-details) |
| Follow the job after item work | [Sales jobs lifecycle](doc:sales-jobs-lifecycle) |
| Continue from an order toward delivery | [From orders through fulfillment](doc:from-orders-to-delivered) |
| Review cost and margin information | [Job profitability record](doc:job-profitability-record) |

## Before you start

Have the sales job open and ready to edit. The record uses **Salesperson Responsible** and
**Product Type** as required fields, and the item area contains the product description, unit, and
quantity. The record can also show additional job details; the visible fields and required markers
depend on the current panel and company configuration.

Prerequisites

| Have this ready | Why it matters here |
|---|---|
| A sales job in the edit record | Item rows belong to the sales-job record. |
| The client, vendor, salesperson, and product type | These are the record choices shown with the item area. |
| The product description, unit, and quantity | These are the item-grid values used to describe and measure a row. |
| Permission to edit the record | The item controls and save actions depend on edit access. |
| The job's current stage | The stage changes which panels and item actions apply. |

The record can also show **Save** and **Save and Close**. The item panel may expose fields that
depend on company configuration, so use the fields and required markers shown on your screen.

Open the relevant Inquiry, Offer, or Order panel and expand it before you work with its item rows.
If the panel is collapsed, its item controls are not visible.

## Find and open the sales job

The inquiry list is the starting point for opening a sales job. Choose the tab that matches the
work you need to open.

| Work to open | Tab |
|---|---|
| All listed sales jobs | **All** |
| Early opportunity work | **Potentials** |
| Inquiry work | **Inquiries** |
| Offer work | **Offers** |
| Order work | **Orders** |
| Archived work | **Archived** |
| Jobs needing a customer survey | **Job Missing Customer Survey** |

Prerequisites

- You know which saved sales job to open.

Steps

1. Open the inquiry list from the Sales workspace.
2. Choose the path that matches your work.

| If you need to… | Action |
|---|---|
| Open a saved sales job | Select its row and wait for the sales-job record to open. |
| Create a new potential | Select **Add new**. |

3. If you chose **Add new**, select **Potentials**.

![Use the inquiry-list tabs and columns to choose the sales job.](https://atloriaassets.blob.core.windows.net/assets/a438221c-c1af-407c-b9e6-a56c986db846/96026c87bdca3fcc48d361cf43de599b.png)

**Result:** The saved sales-job record or the new potential form opens.

## Understand the item surface

The item surface is the part of the sales-job record where each row describes product content.
The record view shows the columns **Item Description**, **Unit**, and **Qty**. The
record also shows **Save** and **Save and Close**.

The item work connects to several areas of the record:

| Area | What you use it for |
|---|---|
| Item grid | Add, describe, measure, and select item rows. |
| Offer details | Review item prices, discounts, totals, and delivery values. |
| Order details | Review order delivery values and order-stage restrictions. |
| Cost calculation | Review purchase price and other direct cost information. |
| Margin by items | Review item margin and price actions. |

An item mode is the choice between **Package** and **Unitized**. The item controls also include
**+ Item** and **Reset Item** where the surface offers them. The available item mode and the values
initially shown depend on the job state and the fields available on the surface.

![Recognize the item columns and save controls on the sales-job record.](https://atloriaassets.blob.core.windows.net/assets/a438221c-c1af-407c-b9e6-a56c986db846/c2dbf65806d7cf21eaeb65e353bf348c.png)

## Add item rows

Use an item row to state what product is part of the job, which unit measures it, and how much is
needed. The item description is required. The quantity accepts values from `0.1` through the
configured maximum.

Prerequisites

- The sales-job edit record is open.
- You know the product description, unit, and quantity to enter.

Steps

1. In the items grid, select **Item**.
2. In **Item Description**, select the product for the new row.
3. In **Unit**, select the unit for the row.
4. In **Qty**, enter a value from `0.1` through the configured maximum.
5. Choose the item mode that the surface offers.

| If you need to… | Choose |
|---|---|
| Record an item as an individual, measured row | **Unitized** |
| Record an item as a grouped package | **Package** |

6. Select **Save**.
7. When working from a saved new potential, select **Receive inquiry** to continue the inquiry
   flow.

![Add an item row after opening the sales-job record.](https://atloriaassets.blob.core.windows.net/assets/a438221c-c1af-407c-b9e6-a56c986db846/de632cef3d9a1ec7b2b16b314218dec0.png)

**Result:** The item row remains in the item grid with its **Item Description**, **Unit**, and
**Qty** values.

For a new Unitized Inquiry, Offer, or Order row, the starting quantity is `1` and the starting unit
price is `0`.

For the worked request, enter quantity `40` for the DN150 electric valve actuators at the quantity
step.

## Price the item and review delivery details

Pricing tells you the commercial value of the item; delivery details tell you how the job carries
that item toward fulfillment. Where the pricing fields are available, the area includes **Unit
Price**, **Item Price**, **Discount limit (%)**, **Discount (%)**, and **Currency**. Offer and order
details also include **Delivery Time** and **Delivery Term**.

Prerequisites

- An item row is present.
- You have the commercial values and delivery details to enter or review.

Steps

1. In **Unit Price**, enter or review the price for one unit.
2. In **Discount (%)**, enter or review the item discount.
3. Review **Item Price**.
4. Review **Currency**.
5. In **Delivery Time**, enter or review the delivery period.
6. In **Delivery Term**, select or review the delivery term.
7. Open the cost or margin area you need.

| If you need to… | Select |
|---|---|
| Review purchase-price information | **Purchase Price** |
| Review other direct costs | **Other Direct Cost** |
| Release item prices | **Release Prices** |

The delivery and commercial fields can be required only where your company configures them. The
commission and margin fields appear in their respective popups; the commission fields include
**Percentage**, and the margin fields include **Agreed Margin Amount**.

**Result:** The item row shows the available pricing and delivery values for the current sales-job
stage.

### Use Unitized and Packages lines

Unitized and Packages are item types that change which commercial values the Offer and Order grids
accept for a line. The Inquiry grid does not offer the type switch.

| Item type | Values available in the Offer or Order grid |
|---|---|
| **Unitized** | Unit, quantity, unit price, discount, calculated total, and currency where those columns apply. |
| **Packages** | Total price remains available; unit, quantity, unit price, and discount are cleared and disabled. |

For a Unitized line, the calculated total is unit price multiplied by quantity, less the discount.
For a Packages line with a positive total price, the panel calculation uses quantity `1`, copies the
total to unit price, and resets discount to `0`.

Selecting a product disables the **Unit** cell. When the grid is otherwise editable, the total-price
cell remains available for a Packages line.

## Handle item branches and locks

The same item row can behave differently as the job progresses. The item grid can become read-only
according to the offer stage, order stage, edit mode, and approval state. Purchase-package and
purchase-order activity can also prevent later item changes.

| Condition | What to check on screen |
|---|---|
| The job is before Order | Work with the pre-order item and pricing fields shown for that stage. |
| The offer or order has progressed | Check whether the row controls are available before changing a value. |
| A purchase package exists | Treat product editing and deletion as restricted. |
| A purchase order exists | Treat product editing as restricted. |
| The item is ready for shipment or has entered fulfillment | Treat deletion as restricted. |
| The item is linked to an invoice or delivery work | Continue in the owning invoice or delivery page. |

An Order with invoices cannot accept a new item line. In that Order grid, **Qty**, total price,
discount, and tax are read-only.

Prerequisites

- The record is open at the stage where you need to change the item.
- You can see the item controls for that stage.

Steps

1. Check the current stage shown in the sales-job record.
2. Check whether the item row controls are available.
3. Edit an available item field, such as **Qty**.
4. Select **Save**.

**Result:** The row remains editable when the current stage and related work permit the change;
otherwise the applicable lock message identifies the blocked operation.

## Follow item values into delivery and invoices

Item values continue into downstream work. A partial delivery reduces the original item's quantity
and creates a second item for the shipped quantity. Invoice creation copies quantity, unit, unit
price, discount, tax, and total into invoice items.

> **Note:** A new item in an Order can also update bill-of-material details; a changed quantity can
> notify the project manager when the item has bill-of-material products.

## Save the item changes and resolve validation errors

Saving checks the item rows and returns a message when the change succeeds or when a rule blocks
it. Use the exact message on screen to choose the correction.

Prerequisites

- The item row contains the values you want to keep.
- You can select **Save** or **Save and Close**.

Steps

1. Select **Save**.
2. Look for `Your request was completed successfully` after the save.
3. Select the corrective action for the message shown on screen.

| Message | Corrective action |
|---|---|
| `This field is required ` | Complete **Item Description**. |
| `Invalid input. The value must be greater than 0 and cannot exceed 999,999.00` | Correct **Qty**. |
| `Invalid input. Please enter a non-negative value` | Enter zero or a positive value in the affected price or cost field. |
| `One or more items has ZERO quantity` | Correct the zero quantity in **Qty**. |
| `One or more items has no unit` | Select a value in **Unit**. |
| `Inquiry must have at least one item` | Add an item to the inquiry. |
| `Offer must have at least one item` | Add an item to the offer. |
| `Order must have at least one item` | Add an item to the order. |
| ` Package must have at least one item` | Add an item to the package. |
| `You cannot save without adding at least one product` | Add at least one product before saving. |
| `One of products has no quantity` | Enter a quantity for each product. |
| `Check mandatory field(s)` | Complete the required fields shown on the form. |
| `Check validation` | Correct the validation indicated on the current form. |
| `This action is only allowed if you belong to that branch` | Use the branch permitted for the action. |
| `There is a maximum discount that exceeds the negotiation margin.` | Reduce the maximum discount to the negotiation margin. |
| `No remaining items. All items have been selected` | Continue with the selected items. |
| `Please select one or more items to create a RFQ.` | Select one or more item rows before creating the RFQ. |
| `Items labeled as ‘Ready for Shipment’ or ‘Delivered’ cannot be deleted` | Keep the item row and continue without deleting it. |
| `Sales order is archived` | Do not add the product to the archived order. |
| `Booked quantity for this job is greater than the required BOM quantity` | Reduce the booked quantity to the required quantity. |
| `You cannot edit or delete the product after the purchase package is created` | Leave the product unchanged after the purchase package exists. |
| `Cannot be deleted. Product is in purchasing` | Leave the product unchanged while it is in purchasing. |
| `You cannot edit the product after the PO is created` | Leave the product unchanged after the PO exists. |
| `This product is already included in BOM` | Select a product that is not already in the BOM. |
| `The first variant cannot be deleted` | Keep the first variant. |
| `Please select one product` | Select one product. |
| `Action not allowed` | Stop the action and continue with an available control. |
| `Forbidden characters detected. Please remove them and try again.` | Remove the forbidden characters and try again. |
| `Required Receiving Date` | Enter the required receiving date. |
| `Required Receiving After` | Enter the required receiving-after value. |
| `Required Offer Type` | Select the required offer type. |
| `Required Bid Due Date` | Enter the bid due date. |
| `Error saving custom fields` | Correct the custom fields and save again. |
| `An error occurred while processing your request` | Review the current fields and try the action again. |

**Result:** The item changes are saved when the success message appears; otherwise the displayed
message identifies the value or item condition to correct.

## Continue the sales job

After item work, the sales job continues through its stage flow or through a related work area.
Continue complete lifecycle, purchasing, invoicing, delivery, or profitability work in the owning
area.

| Continue with… | Open |
|---|---|
| Stage movement | [Sales jobs lifecycle](doc:sales-jobs-lifecycle) |
| Offer work | [Offers](doc:offers) |
| Order work | [Orders](doc:orders) |
| Order-to-delivery work | [From orders through fulfillment](doc:from-orders-to-delivered) |
| Purchase-package work | [Purchase job record](doc:purchase-job-record) |
| Invoice work | [Invoice lifecycle](doc:invoice-lifecycle) |
| Cost and margin work | [Job profitability record](doc:job-profitability-record) |

**Result:** You know which sales-job stage or related work area to open next.