Edit catalog lines in a record: name, unit, columns, discount
When you pick a product in the catalog, the record gets its own copy of it: the name, the unit, the price and any fields you choose. Editing the product in the catalog later doesn’t change an old quote, and you can edit the line inside the record and add your own columns, such as a discount.
Open the catalog field’s settings: in Units settings, open the unit, then the field on the Fields tab.
2
Decide whether to keep Allow renaming an item on the record on (it’s on by default).
For example, “Water pump” becomes “Water pump — blue, 2-year warranty” in this quote only.
3
Choose the Unit field from the products unit (a text or select field, such as “piece” or “meter”), and decide whether to turn on Allow changing the unit on the record.
4
In Copied fields, choose up to 10 product fields that are copied with the line the moment it’s picked (such as the brand or size), and set for each one whether it’s Editable.
5
In Line columns, press Add column to add up to 10 columns of your own that the product doesn’t have: Text, Long text, Number, Percentage, Currency, Date, Select, or Yes / No.
Each column has a name, and you can make it required and give it a default value.
6
For a discount on each line, add a column of type Percentage and turn on Discount — comes off the line total (one column only).
The line total becomes: quantity × price × (100 − discount) ÷ 100.
7
Save. In the record, pick the products, then edit the name, the unit or your own columns for each line.
To bring a line back to the catalog’s current values, use Reset to catalog on the line. Your own columns are kept.
What’s copied, and when?
Part
When it’s picked
After saving
Name
The product’s current name, or what you typed if editing is allowed
Stays as saved, and doesn’t change when the product’s name changes
Unit
The value of the product’s unit field
Stays as saved
Copied fields
Their current values in the product
Stay as saved
Price
The current catalog price (or your own price if price editing is allowed, and it’s logged)
The saved price, even if the product’s price changes
Your own columns
Your value, or the column’s default value
Stay as saved
The products unit itself never changes because of what you edit in the lines.
The system calculates the totals
Each line’s total (after the discount, if there is one), then the subtotal, the tax on the rounded subtotal, and the grand total are all calculated by the system the same way, and rounded to the field’s decimal places. The same numbers show in the record, the line items table in the document, the SUM_LINES formula, and the Kanban column total.
A product deleted from the catalog
The line stays in the record with its saved name, and gets a (removed) mark, such as “Water pump — blue (removed)”. The price and the total don’t change.
In documents
The line items table in a document template can print the saved name, the unit, the copied fields and your own columns (a select prints its label). And the AI document builder only suggests columns that actually exist in this field.
If something goes wrong
What you see
Why
What to do
“Required column is empty” when saving
One of your required columns has no value in a line.
Fill in the column in the line the message names.
“Invalid value in line”
A value that doesn’t fit the column type, such as a percentage above 100.
Correct the value.
A product change doesn’t show in an old quote
The line is a saved copy, and that’s on purpose.
Use Reset to catalog on the line if you want the new values.
(removed) shows next to a line
The product was deleted from the catalog.
Nothing to do, the price is saved. Or replace the line with a product that exists.
A real example
Shield Security Co.
The situation
The same extinguisher sells at a different discount to each client, and the name on the quote needs the site details.
What they did
They allowed editing the line name, and chose the products’ “Unit” field.
They added a “Discount %” column as the discount column, and a “Site” select column (Building A / Building B).
They printed the new columns in the quote template.
The result
Every quote keeps the prices and discounts from the day it was made, and doesn’t change if they update the price list later.
A made-up company, to show the idea. The numbers are rounded.
Good to know
Up to 10 copied fields and 10 columns of your own in one field.
The unit field must be a text or select field, and copied fields can’t be relation, lookup, rollup, file, location or catalog fields.
Only one discount column, of type percentage (0–100).
The line name is 1 to 500 characters. Text in a column is up to 500 characters, and long text up to 5,000.
An empty required column blocks saving the record, with a message that names the line and the column.
Lines saved before this update show the product’s current name, as they did before.
