Kaizen #9 - Handling Product Line Items in the Inventory Modules #API

Kaizen #9 - Handling Product Line Items in the Inventory Modules #API

Hello everyone!

Welcome back to another post in the Kaizen series!
This week, we will discuss handling product line items associated with the inventory modules—Quotes, Invoices, Purchase Orders, and Sales Orders.

What is a product line item?

On the Quote, Invoice, Purchase Order, Sales Order create or edit page, you add individual products in the Product Details section. This section also contains other details like the List Price, Quantity, Amount, Discount, and Tax. Every product and the corresponding details are called product line items.

In this post, we will discuss 
  1. Adding product line items while inserting a quote (through the Insert Records API)
  2. Updating a quote by adding another product line item (through the Update Specific Records API)

The JSON input is similar while adding/updating an invoice, purchase order, and sales order.

1. Adding Product Line Items to a Quote

While adding a product to a quote you can,
      a. Select a price book to associate with the product
      b. Specify a different list price for the product

1. a. Selecting a price book to associate with the product
To associate a price book with the product, you must pass the ID of that price book in the input.

What happens when you pass the Price Book's ID?
  • The discount on the product is automatically applied based on the range you specified in the price book.
  • The cumulative tax (specified for the product) is automatically calculated based on the amount (after the discount).
  • The List Price of the product specified in the associated price book is automatically taken for calculating the amount.

The sample input for Product_Details is as follows.

"Product_Details": [
    {
      "product": {
        "id": "3652397000000491147"
      },
      "quantity": 100,
      "product_description": "product_description",
      "book": "3652397000000616007"
    }
  ]

The following table gives information about each key in the Product_Details JSON Array.
Key
Data Type
Description
product
JSON Object
The ID of the product in the quote.
quantity
Number
The number of units of the product the quote is generated for. Accepts only positive integer values. The amount is calculated based on this number and the price for each unit.
book
String
The ID of the Price Book you have associated with the product.
product_description
String
Description of the product.

Here is a screenshot from the UI.


1.b. Specifying a different list price for the product
When the product does not have an associated price book or you want to give a different list price, you must specify the list price and the discount in the Product_Details array. 
Otherwise, the system enters the value for the discount as 0 and takes the list price you specified while creating that product.
The sample input for the Product_Details JSON array is as follows.
"Product_Details": [
    {
      "product": {
        "id": "3652397000000491147"
      },
      "quantity": 150,
      "product_description": "product_description",
      "Discount": 1000,
      "list_price": 1100,
      "line_tax": [
        {
          "percentage": 1,
          "name": "VAT"
        }
      ]
    }
  ]

The following table gives information about each key in the Product_Details JSON Array.

Key
Data Type
Description
Product
JSON Object
ID of the product the quote generated for.
quantity
Number
The number of units of the product the quote is generated for. Accepts only positive integer values.
Discount
Currency
The discount, in decimals, you want to apply for the product. Accepts up to 16 digits before the decimal, and up to 9 digits after the decimal. This limit may vary based on the value configured in 'Maximum digits allowed' in the properties pop-up of the field, in the UI.
product_description
String
Description of the product.
list_price
Currency
The list price of the product.
line_tax
JSON Array
Contains the percentage and the name of the tax associated with the product.
percentage
Percent
The percentage of tax applied on the product. Accepts only numeric values, up to 5 digits.
name
String
The name of the tax applied on the product.

As mentioned earlier, the Product Details section encompasses the taxes applied for each product and the aggregate tax applied to the Sub Total of the quote or any other inventory module.

You can specify the different taxes you want to apply for your products in the CRM UI.
You can add them under Setup > Customization > Modules and Fields > Products as shown in the below image.


You can use these configured values as inputs in the API.

Adding taxes to the product while creating/updating an inventory module
When you add a product to an inventory module, to apply the taxes to that product, you must specify the tax details in the line_tax JSON array inside Product_Details.

You must specify the percentage and the name of the tax associated with the product as JSON objects.
You cannot specify the amount as the system calculates it automatically based on the quantity.

Example:

"Product_Details": [
    {
      "product": {
        "id": "3652397000001363004"
      },
      "quantity": 100,
      "Discount": 20.1,
      "product_description": "product_description",
      "line_tax": [
        {
          "percentage": 10,
          "name": "Sales Tax"
        },
        {
          "percentage": 1,
          "name": "Vat"
        }
      ]
    }
  ]

Adding aggregate tax to the quote or other inventory modules
This is the tax that you want to apply to the Sub Total of the line items while generating the invoice, quote, sales order, or purchase order. The taxes you specify in the $line_tax key are added to the ones already applied to the product through the line_tax key.
The $line_tax key is present outside the Product_Details JSON array.

The structure for this JSON array is as follows.

"Product_Details": [
    {
      "product": {
        "id": "3652397000001363004"
      },
      "quantity": 100,
      "product_description": "product_description",
      "line_tax": [
        {
          "percentage": 10,
          "name": "Sales Tax"
        },
        {
          "percentage": 1,
          "name": "Vat"
        }
      ]
    }
  ],
  "$line_tax": [
    {
      "percentage": 1.5,
      "name": "Common Tax",
      "id": "3652397000001376005"
    }
  ]

Key
Data type
Description
$line_tax
JSON Array
Contains the name, ID, and the percentage of the tax you want to apply to the quote.
percentage
Percent
The percentage of tax applied on the quote. Accepts only numeric values, up to 5 digits.
name
String
The name of the tax.
id
String
The unique ID of the tax.

Note
Make a GET request to "{{api-domain}}/crm/v2/org/taxes" to obtain the IDs of all the taxes for your organization.

The below image shows the data corresponding to the line_tax and $line_tax keys in the UI for a quote.


Points to note
  • For Product_Details
    When you have associated a price book with an inventory module, and you include the key and value for Discount inside Product_Details, this discount value overrides the discount calculated from the price book.
  • For line_tax
    You must specify the percentage of tax in every JSON object inside the line_tax array.

2. Updating a Quote by adding Product Line Items
You can associate multiple products to a quote.
While updating a quote, you can add/update/remove a line item.
Let us consider an example where you have five line items in a quote, and you want to remove two line items, and add a new one.
In this case, you must
  • Pass the IDs of the line items you want to retain as individual JSON objects.
  • Add the new line item with the required details as a new JSON object.
  • Do not include any details about the line item you want to remove. When you do not specify the ID of any line item, the system deletes it automatically.
A sample JSON structure for the above scenario is as follows.         

"Product_Details": [
    {
      "id": "3652397000001377174"
    },
    {
      "id": "3652397000001378168"
    },
    {
      "id": "3652397000001379172"
    },
    {
      "product": {
        "id": "3652397000001351002"
      },
      "quantity": 100,
      "book": "3652397000000616007"
    }
  ] 

To obtain the ID of the existing line item, make a GET request to fetch the Quote you want to update. The response contains the ID of the existing line item in the Product_Details array.

Note
  • You can add a maximum of 200 line items to an inventory module.

We hope you found this post useful. Please reach out to us if you have any questions, or let us know in the comment section.

Cheers!










    • Recent Topics

    • Filter Page Elements By Selectable Date Range

      I have created a basic Page that will serve as a client dashboard with elements that will provide simple counts & sums of data in reports. There are no reports or forms added to the page, just elements. It currently functions as needed, but shows the

    • Can’t Enter my Notebook is Locked

      I’ve been using Notebook for taking notes at my college for a month and I never signed in and I never established a password. Today I tried to enter the app after the update and it asked me for a password. I need to access to my notes urgently and I can’t

    • Send Email Directly to Channel

      Hi, We are coming from Slack. In Slack each channel has a unique Email address that you can send emails too. I currently forward a specific type of email from my Gmail InBox directly do this channel for Verification Codes so my team doesn't have to ask

    • Secure your external sharing process with OTP Authentication

      For any business, it's crucial to share files externally in a way that is both secure and controlled. Let's say you want to share confidential data with your partners and vendors. You must ensure that only your intended recipients can access the shared

    • Items attribute questions

      Many of my items have attributes, such as size and color. How can I add new fields to the "New Items" screen to capture that in my Purchase Orders, Items, and Sales Order pages? I only see these attribute fields when adding an Item Group. Also, on the

    • Is there a way to search mail for items you haven't yet responded to?

      I'm trying to create a search to show emails that haven't been responded to and that have also been assigned a tag or label. Is there a way to search for the inverse of replied?

    • Zobot and Sales IQ

      What will happen to the Zoho Sales IQ being integrated to the website after creating the Zobot on the website too

    • Subtotals per Header

      Hey, we would like to display subtotals per header in our invoices:

    • upgrade storage

      how to upgrade my storage

    • Linking items from books and subscription

      Linking books and subscription It is a pity that it is not possible to associate with a product an article present in ZohoBooks This would make it possible to manage products composed of a nomenclature of articles of books

    • Add the ability to view number of hours planned for a workorder while in the Dispatch Console

      Hi Zoho, When dispatching a work order through the Dispatch Console, there's currently no way to view the number of planned hours for the service tasks associated with that specific work order. Having to click into the details each time to check planned

    • Uploading Files from uploads api

      I tried uploading the image from the API call but its giving me unauthorized error even i have given valid token in header. After uploading i need that id to pass in create ticket api uploads but its not uploading that file. Please help me out in th

    • Categorize Items with Item Headers

      Hello customers, Did you ever want to classify items based on specific categories to help your customers understand your invoice better? With the new Item Header feature, you can easily categorize items in your invoices and estimates and give them a common title.  Item Headers are available in the Invoices, the Recurring Invoices and the Estimates module. It can be carried forward from estimates to invoices at the time of converting the estimates.  To add an item header: Go to the Estimates, Invoices

    • URLs being masked despite disabling tracking

      Hey, We had disabled click tracking from an email update we are sharing with our users. Despite this, the URL the end user is receiving is masked, and looks like "https://qksyl-cmpzourl.maillist-manage.net/click/1d8e72714515cda6/1d8e72714515ca70" instead

    • Change format of quantity format

      Hi,  I would like to change the qunatity format from 1,00 to 1.  Is this possible?   thanks!

    • square up and Zoho books

      Since we set up the app connection between square up and Zoho books we have realised that when the amounts are getting transferred Zoho is adding VAT again making the numbers 20% more than they should be. We have checked our settings and they VAT/ Tax

    • How to provide Access rights to specific Bank accounts

      We have several bank accounts. I want to provide certain members access to only 2-3 accounts. It appears that when I give permissions, they are for ALL bank accounts. How do I do that?

    • Errors Getting a Bank Transaction

      Using Postman(for testing), I am receiving errors when attempting to get a single bank transaction. I am able to receive the list of bank transactions with https://www.zohoapis.com/books/v3/banktransactions/?organization_id={org_id} but when I try to

    • Subscriptions Plans and CRM Products Integration?

      Is there any way to set up plans and pricing in Zoho Subscriptions and have those available as Products in the CRM? We are trying to set up the CRM and the Products seem to be more geared toward selling products that are not subscription based.  So if we sell annual or monthly contracts which are $10/seat/month, I can set this up as a plan in Subscriptions, but how can I set the same thing up in the CRM for the salespeople to sell/quote? What is the best practice for setting up the CRM Products to

    • Mapping Zoho Subscription Plans and Products to CRM and Books

      We have products that are one time products and subscription products.   1) We would like to have the ability to create an opportunity in CRM that includes both one-time charge products and subscription products.  Currently the only way of creating a subscription product is by defining a "Product->Plan" hierarchy in Zoho Subscription.  It appears that the only SYNC between Subscription and CRM is around contacts and the Product->Plan hierarchy doesn't sync to CRM, thus, you would need a duplicate

    • Zoho People Attendance Module - Split Shifts

      Hello, Our business employs a number of college students who often split their workdays between work hours and class schedules, resulting in split shifts. For example: Employee 1 works 9am to 11:30am and then leaves for class, returning to work at 3pm

    • Bulk update fields based on date

      Hi! I need all the quotes with "Quote Stage" set to "Next Year" to update to "Draft" every January 8 (every year). Can you help?

    • Target for a campaign

      Hi, Hope you can help me. I need to create a report (for a marketing campaign) that combines Deals and Contacts to export all the contacts with closed deals. I can easily do that, what I cannot do is to remove from the target the contacts that have more

    • Zoho Desk + Jira integration - Email notifications and comments posted by administrator instead of real user

      Dear All, I set up the integration under my admin account, and now when users leave comments in Jira (to created tickets in Zoho Desk), the email notifications show that the ‘Administrator’ left a comment, not a real user. The same happens in the ticket

    • Celebrating the power of visuals

      On World Photography Day, we would like to highlight the power of visuals in customer service. Visuals promote learning and understanding in less time. A photograph can rekindle a memory, convey more than words, and give a fresh perspective. How does

    • Customer address in Zoho Bookings

      Hello,  Is it possible to add customer address information to the Zoho bookings appointment screen? Or have it pull that information automatically from the CRM? We are wanting to use this as a field management software but it is difficult to pull the address from multiple sources when it would be ideal to have a clickable address on the appointment screen that opens up the user's maps.  It would also be advantageous for the "list view" to show appointment times instead of just duration and booking

    • Blocking / black listing customers

      Hi, We have a situation, we observed that certain customers are blocking multiple appointments with our advsiors but not showing up. Some of these are repeat offenders. This leads to those service hours getting blocked and not available for genuine customers.

    • Option to block bookings from specific email address or ip adresss in zoho booking

      Sometime few of our client keep booking irrelevant booking service just to resolve their queries and they keep booking it again and again whenever they have queries. Currently its disturbing our current communication process and hierarchy which we have

    • Feature Request: Email Templates for notifications accross all services

      Currently in Zoho Bookings, email notifications (such as booking confirmations, reminders, and cancellations) must be customized individually for each service. This becomes time-consuming and error-prone when managing multiple services that require consistent

    • Allow customers to choose meeting venue and meeting duration on booking page

      My business primarily involves one-to-one meetings with my clients. Given the hybrid-work world we now find ourselves in, these meetings can take several forms (which I think of as the meeting "venue"): In-person Zoom Phone call I currently handle these

    • Approval-based booking with Zoho Creator and Zoho Bookings

      Hi community members, We have developed a workaround for approval-based booking using Zoho Creator and Zoho Bookings! This provides a temporary solution as we work on the native feature, and it's useful for anyone needing an approval workflow when confirming

    • Member Accounts in Related List

      Hi Team, Currently, when a parent account is associated with an account in FSM, there is no related list displaying the associated member accounts under the parent account’s related list section. To view member accounts, I have to manually search using

    • how do i remove a specific Zoho Service from my account

      I no longer need Zoho CRM, ZRM Assist nor ZRM BugTracker. How do I remove them from the list of apps for my account?

    • I Want migarte all invoice details to zoho sheets

      I want to migrate all existing invoice details to Zoho Sheet, and automatically update the sheet whenever a new invoice is created.

    • were can i find my invoices i need this for my accountant

      were can i find my invoices i need this for my accountant, how can i get id direct to my email?

    • ONLY email field not populating Writer fillable document (randomly)

      I have a Zoho Writer fillable document that has pulled all my data from my Zoho Sheets file, EXCEPT the email column. It pulled every data before and after that column with no issues. Screenshots attached. It's not my first time using the app or the feature,

    • My number is marked as spam

      Hello Zoho Mail Support, My phone number was incorrectly flagged as “spam” during sign-up. This is my personal number, and I have not engaged in any spam activities. Kindly review and verify my account so I can proceed with my email setup. Thanks.

    • Personnalisation des paramètres dans Zoho Mail

      Pourquoi cela compte-t-il ? La personnalisation des paramètres dans Zoho Mail permet aux administrateurs de configurer l’environnement de messagerie en fonction des besoins spécifiques de leur organisation. Que ce soit pour alléger l’interface pour certaines

    • How To Save Data Into Zoho CRM Sandbox

      Hi Community, I want to save data into my zoho sandbox , for this I am using this api endpoint - https://www.zohoapis.com/crm/v8/Patients but I am getting this error - { "success": false, "message": "Zoho API request failed", "error": { "code": "INVALID_MODULE",

    • Automate pushing Zoho CRM backups into Zoho WorkDrive

      Through our Zoho One subscription we have both Zoho CRM and Zoho WorkDrive. We have regular backups setup in Zoho CRM. Once the backup is created, we are notified. Since we want to keep these backups for more than 7 days, we manually download them. They

    • Next Page