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Document Lines

4 minutes

📍 Context
Kafinea General Interface

Introduction #

The Document Lines module gathers in a single list all item lines (products and services) entered in your documents: quotes, orders, invoices, credit notes, delivery notes, goods receipt notes, supplier invoices, and stock movements. It is accessible via Document Lines.

This cross-functional view allows you to analyze, filter, and export the details of all lines without having to open each document individually. It is particularly useful for sales reporting, margin analysis, export to a decision-making tool, or simply to quickly find all lines related to a specific item or customer.

Important: this module is read-only. To add, modify, or delete a line, you must open the parent document (quote, invoice, etc.).

1. View the list of lines #

By default, the list displays for each line:

  • The type of the parent document (quote, invoice, order…)
  • The parent document (number / link to the document)
  • The line description
  • The item (link to the product or service record)
  • The quantity
  • The unit price
  • The creation date of the parent document

You can:

  • Sort each column by clicking on its header
  • Filter using the search bar or custom views
  • Navigate to the parent document or item record by clicking on the links

2. Create a custom view #

As with all Kafinea lists, you can create your own filtered views:

  1. Click on Create a view from the views menu
  2. Select the columns to display
  3. Define the filters (by item, by period, by company, by user…)
  4. Save the view and, if necessary, share it with your team

Usage examples:

  • All lines sold for a given item last month
  • All lines from invoices of a specific customer account
  • All lines above a certain discount amount

3. Export to CSV format #

The Export button generates a CSV file containing the lines of the current view with the selected filters and columns. This file can then be opened in a spreadsheet or imported into an external analysis tool.

Good to know: the export precisely reflects the columns and sort order of the displayed view. First, prepare the view that meets your needs, then export.

4. Use lines in reports #

The Document Lines module is available as a main module in the Reports generator. You can:

  • Choose columns from the parent document (number, status, date, customer…) and from the item
  • Filter by date (creation or last modification of the parent document), by user, by item
  • Group by year or month to track evolution over time
  • Produce charts (bar, pie, line)

Typical use cases:

  • Revenue per item over a given period
  • Top customers by volume of items sold
  • Discount analysis by salesperson or item family
  • Tracking of delivered quantities on delivery notes

5. Access Security #

The visibility of lines follows exactly that of the parent documents:

  • If you do not have access to a quote, you will not see its lines
  • If you work in multiple companies, you will only see the lines of the active company
  • Administrators see all lines

Therefore, no line can appear if its parent document is not accessible to the current user.

6. Frequently Asked Questions #

Can I modify a line directly from this list?
No. To modify a line (item, quantity, price, discount…), open the parent document and modify it from there. The list will update automatically.

Why don’t I see some lines I expected to see?
Check:

  • that the parent document still exists (documents moved to the trash do not appear);
  • that you have access to the parent document (in case of private sharing);
  • that you are in the correct company (in a multi-company environment).

Why doesn’t clicking on a line take me to a line record?
A line does not have its own detailed record: the parent document carries all the context. Depending on the column you click on, you get:

  • a line summary record that groups the main information and provides a link to the parent document;
  • the parent document record if you click on the parent document column;
  • the item record if you click on the item column.

Can I access these lines via the API?
Yes, in read-only mode. Write operations (creation, modification, deletion) are not allowed on this module — you must go through the parent document.