Adding and Managing Line Items on a Quote

Line items define the individual products, services, or charges that make up a quote. Each line contributes  to the total estimate and can later be exported to a customer order.

This article explains how to add, edit, delete, and manage line items using the Line Toolbar in the Quote screen.

Before You Begin

Before working with line items, confirm that:

• Required header fields - Customer, Job, and Location - are completed.
• Your user role has permission to add or modify quote lines.

For definitions of each line field, see: Line Information Reference (Quotes, Orders, & Claims).

Line Toolbar Overview

The Line Toolbar, located at the bottom of the Quote screen, provides tools for entering, editing, and organizing line items.

Button	Purpose
Insert	Add a new product or service line.
Change	Edit the selected line.
Delete	Remove the selected line.
Return Sample	If selected line is marked as a sample, use this button to check that sample back in.
Notes	Add internal notes or customer-facing comments.
Split Line / Combine Line	Divide a line into multiple segments or merge similar lines.
Copy	Duplicate an existing line.
Use Template	Insert from a saved template.
Export	Export selected line(s) to another quote.
Area	Assign the line to a defined area or room.
Attach	Add files or images related to the line.
Web	Access online product tools or integrated resources.
	Opens a dialog that lets you edit the total sell amount for one or more selected lines. The system automatically recalculates unit prices or margins based on your adjusted total.

Add or Edit Lines

Use the Line Toolbar to insert new products or services, edit existing lines, or add predefined templates and bundles to a quote.

Each line you add contributes to the total estimate and can later be exported to a customer order.

Insert a Line Item

1. Select Insert on the Line Toolbar.
   The Adding Customer Order Line window opens.
   (See Line Information Reference for field definitions.)
2. Choose how to add the product or service.
   You can:
   • Enter information manually, or
   • Use one of the Order Line Assignment buttons to select from your catalog:
     Roll Inventory, Item Inventory, Roll Products, Item Products, Services, or Unreferenced.
3. If selecting from the catalog, the Product Browse window opens.
   (See Inventory and Product Line Fields for definitions.)
   Search for the desired product or service, then select Select to import the details into the Adding Customer Order Line window.
4. Enter a quantity.
   • For roll products, enter either the roll length under Length or the area of material under Quantity.
   • For item products or services, the quantity depends on the selling unit (e.g., SF, SY, Each, Box).
   • The system calculates the price automatically based on the quantity entered.
5. Adjust pricing (optional).
   • To lock the price, select the Lock button.
   • To edit the price, select the ellipsis (…) next to the Price field.
     This opens the Set New Line Price window, where you can:
     • Select a different price level,
     • Enter a new unit price, or
     • Enter a total line price.
       Select OK to apply changes.
6. Select OK to add the line item to the quote.

Optional Add Line Actions

• Reassign the line to a different Group.
• Mark the line as a Sample, set Sample In/Out dates, or record a Sample Deposit.
• Add a Line Note (internal or customer-facing).
• Check Inventory Availability for the selected item.

  Caution: Quotes are designed to use products and services, not inventory. Selecting inventory can cause ‘unreferenced line’ errors and restrict status changes once the quote is exported. For more information, see Using Inventory in Quotes.

  Advanced Option: When adding an unreferenced line you can define all product or service information. The system options Allow Unreferenced Lines must be set to Yes. If  "Suppliers from Supplier File Only" system option is set to Yes, Supplier will be a required field on Un-Referenced lines.

Edit an Existing Line

1. Highlight the line to modify.
2. Click Change, , on the Line Toolbar.
3. Modify any editable field - such as product, description, group or area assignment.
4. To adjust the price level, To edit the price, select the ellipsis (…) next to the Price field.
   This opens the Set New Line Price window, where you can:
   • Select a different price level,
   • Enter a new unit price, or
   • Enter a total line price.
     Select OK to apply changes.
5. Click OK to save.

If pricing is locked or controlled by a template, only users with appropriate permissions can override those values.

  Note: Editing a line may trigger recalculations of tax, cost, or commission depending on your system configuration.

Insert from a Template or Bundle

You can quickly add multiple pre-configured lines at once using templates or bundles.

• Add Template imports a predefined list of lines, such as a common installation setup.

• Add Bundle inserts a grouped set of products and services that are priced together.

To use either option:

1. Click Add Template or Add Bundle on the Line Toolbar.

2. Select the desired template or bundle from the browse window.

3. Review the imported lines and make any needed changes to quantities or pricing.

 Tips:

• Check inventory availability by clicking the Available button after selecting a product.
• Each line is inserted beneath the currently highlighted line in the grid. To reorder lines, use drag-and-drop or sort by area.
• Groups are associated with Product Codes and are predefined in Line Group Setup. However, you can use the F8 key to change the group the line is assigned to.
• Templates and bundles can be customized after insertion just like individual lines.

Modify Line Details (Price, Quantity, and Related Values)

After lines are added, you can adjust their pricing, quantities, or other numeric values directly in the grid or within the Change Line dialog.

Change Price or Price Level

When a product is added to a quote, its unit price originates from the Product or Inventory file.

• If the item exists in both files, the system uses the price from the Product file.

• If it exists only in Inventory, that record’s price is used instead.

• For unreferenced or miscellaneous lines, enter the selling price manually during line creation.

Available price levels depend on your system configuration.
Administrators define these (for example, Retail, Builder, Wholesale) using the Price Levels to Display system option.

Only those levels enabled there appear on quote lines when you edit or insert products.

To adjust a line’s pricing:

1. Highlight the line and click Change.
2. In the Line Edit window, choose a different Price Level, or click Set New Line Price.
3. Price Level: Uses predefined system pricing tiers (e.g., Retail, Contractor, Builder).
4. Set New Line Price: Allows a manual override of the calculated price.
5. Confirm and click OK.

  Note: Price overrides may require user permission and can affect margin or commission values. See Set New Line Price in Order Entry for detailed behavior.

Adjust Totals Across Lines

The Adjust Total tool provides a way to modify pricing across multiple lines to reach a specific combined total without editing each line individually.

To adjust totals:

1. Highlight the line or lines to be updated.
2. Click Adjust Total .
3. In the Adjust Total dialog:
   • The current total for the selected lines displays.
   • Enter the new total amount you want those lines to equal.
   • Choose whether to adjust by Sell Price or Margin %, depending on how you want the new total to be distributed.
4. Click OK to apply the adjustment.

RFMS recalculates each selected line proportionally so that their combined total equals the amount you entered. Unit pricing, margin, and extended totals will automatically update to reflect the change.

 Caution:

• Adjust Total modifies pre-tax totals only. Sales tax will recalculate afterward, so final totals may vary slightly
• Minor rounding differences can occur when multiple lines are adjusted at once. Always review extended totals and tax values before finalizing or exporting the quote.
• For more details on pricing logic and calculation order, see Pricing and Totals.

Modify Quantities or Units

To change the quantity or unit of measure:

1. Highlight the line and click Change.
2. Update the Quantity or Unit field as needed.
3. Click OK, then use Recalculate to refresh totals.

  Tip: If the quote uses predefined areas, changing a line’s quantity may require redistributing values across areas. See Assign Lines to Areas for more information.

Adjust Other Values

Additional fields such as Discount, Commission, or Cost can be modified (depending on permissions and visibility).
To adjust these:

1. Open the line in edit mode.
2. Enter the new values in the corresponding fields.
3. Save and verify that totals update as expected.

For definitions of each field, see the Line Information Reference (Quotes, Orders, and Claims) article.

Remove or Duplicate Lines

Use these tools to reuse or remove existing lines.

Delete a Line

1. Highlight the line to remove.
2. Click Delete, .
3. Confirm deletion when prompted.

Deleted lines are removed from the active quote but remain visible in the quote’s history log for auditing purposes.

Copy or Reuse Line Information

You can quickly reuse an existing line setup:

1. Highlight a line and click Copy, , to duplicate it within the same quote. 
2. Select what information you would like to copy to the new line using the Copy Lines dialog box. 

   • If Exclude Product Info is selected, the line is created with a zero-selling price.

     

3. Select Copy to proceed.

Organize Lines by Quantity and Area

Use these tools to divide, merge, or assign quote lines by work area.

These functions affect only the current quote—they do not modify product files or templates.

Split or Combine Lines

• Split Line - Divides a product or quantity into multiple lines, useful when assigning the same product to different rooms, delivery dates, or pricing tiers.
• Combine Line - Merges multiple lines that share the same product and pricing details into one consolidated line.

To split or combine lines:

1. Highlight the target line(s).

2. Click Split Line or Combine Line on the Line Toolbar.

3. In the dialog that appears, review the quantities and make any needed changes.

4. Click OK to apply.

Result: The grid updates to show each line segment (for split lines) or the merged total (for combined lines).

  Note: Splitting or combining affects only this quote and will not alter template or product data.

Assign Lines to Areas

Organize quote lines by area to represent rooms, zones, or installation stages.

Using areas helps maintain consistency across jobs, supports detailed reporting, and simplifies scheduling.

About Areas

• Predefined Areas – Standardized room or zone names created for use across multiple jobs.

• Split Line – Allows a single product’s total quantity to be distributed among multiple areas.

• Tagged Areas – Mark specific lines to link them to an existing area.

To assign or edit areas:

1. Highlight the desired line(s).

2. Click Area on the Line Toolbar.

3. In the Areas dialog:

   1. Choose Edit, Tag, Split, or Combine Areas.

   2. If splitting or combining, enter the quantity per area and assign an Area Name.

   3. Use F8 to open the Browse Area File and select predefined area names.

   4. (Optional) Assign Delivery Dates per area.

4. Click OK to save changes.

Result: Each line item is now grouped by area, enabling area-based reporting, pricing, and installation coordination.

Add Notes or Attachments

Use these tools to keep line specific notes and relevant documents together. Notes and attachments remain with the quote and carry forward if the quote is exported to an order.

Notes for Line Items

Use Notes to record details about a product, installation, or pricing decision. For more information about notes in RFMS please see the article Order/Line Notes - Tips, Tricks, and Where do the Notes Go?

Attachments for Line Items

Use Attach to include digital files such as drawings, photos, or manufacturer documentation. For more information about attachments in RFMS please see the article Attachments in RFMS Core.

Export or Share Line Data

Use these tools to send or link data outside of the quote you are viewing.

Export Line(s) to Another Quote

If you need to copy specific lines to another quote:

1. Highlight and tag the lines to export.
2. Click Export Line.
3. Choose whether to export to a New Quote or an Existing Quote.
4. Confirm the selection and click Select to complete the export.

For detailed export guidance, see
Exporting Lines to a New or Existing Quote.

Web Integration Tools

The Web button opens integrated online resources such as manufacturer catalogs or pricing systems.
Available web tools depend on your company’s configuration.

Samples on a Quote

Return Samples

If a line item has been flagged as a sample, use this button to start the return process.

Returns can be processed manually or by scanning a barcode.

The system records the product and quantity, allowing you to track returns or replacements later.

When adding a line tick the Sample checkbox to mark that item as a sample and assign a due date.

For more information on the Samples workflow please see Managing Samples in Quotes.

Related System Options

• Price Levels to Display: Determines which price levels appear in quote and order line pricing dialogs.
• Require Authorization Code for Price Changes: Prompts for a code when a user modifies a line’s selling price.

• Allow Unreferenced Lines – Allows creation of product lines not tied to product or inventory files.

• Suppliers from Supplier File Only – Requires supplier selection from the Supplier file when entering unreferenced lines.

• Enable Adjust Total – Grants access to the Adjust Total tool for modifying grouped pricing totals.

• Use Areas in Quotes – Enables the Area button and dialog for splitting or tagging lines by room or zone.

See Tax Reference and Pricing & Totals for related information on how line pricing affects totals and taxes.