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Document lines

4 minutes

📍 Background
Kafinea's main interface

Introduction #

The Document Lines module consolidates all item lines (products and services) entered in your documents—including quotes, orders, invoices, credit memos, delivery notes, goods receipts, vendor invoices, and inventory transactions—into a single list. It is accessible via Document Lines.

This cross-tab 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, exporting data to a business intelligence tool, or simply for quickly finding all lines related to a specific item or customer.

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

1. View the list of lines #

By default, the list displays the following for each row:

  • The type of the parent document (quote, invoice, order, etc.)
  • The parent document (number / link to the document)
  • The line designation
  • The article (link to the record or service record )
  • The quantity
  • 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 the record by clicking the links

2. Create a custom view #

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

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

Examples of use:

  • All lines sold for a given item last month
  • All the lines on the invoices for a specific customer account
  • All orders over a certain discount amount

3. Export to CSV format #

The button Export button generates a CSV file containing the rows 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 exactly replicates the columns and sort order of the displayed view. First, set up the view to meet your needs, then export.

4. Using lines in reports #

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

  • Select columns from the parent document (number, status, date, customer, etc.) and from the item
  • Filter by date (creation or last modification of the parent document), by user, by article
  • Group by year or month to track changes over time
  • Create charts (bar, pie, line)

Typical use cases:

  • Revenue per item over a given period
  • Top customers by number of items sold
  • Analysis of discounts by sales representative or product category
  • Tracking of quantities delivered on delivery slips

5. Access Security #

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

  • If you don't have access to a quote, you won't see its lines
  • If you work for multiple companies, you will only see the rows for the active company
  • Administrators can see all the lines

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

6. Frequently Asked Questions #

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

Why don't I see some of the lines I expected to see?
Check:

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

Why doesn't clicking on a row take me to a record ?
A record does not have its own record : the parent document contains all the context. Depending on which column you click, you will see:

  • record of the record that highlights the key information and provides a link to the parent document;
  • record parentrecord if you click on the parent document column;
  • record if you click on the "Article" 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.