Code not found on the quote: search, save for future or discard

Where to find it

In the menu, under Quotes: open the document. A line whose code does not exist in the store's catalog stays in the item list like the others, with the Product cell saying Code not found, or Product not found, when the customer wrote only the description, with no code (the code column shows "no code"). What the document had appears below: "In the document: …".

The line gets the Check before sending badge, and its drawer brings the notice with the ways out. In the edit cart the line and the ways out are the same.

Why a code is not found

The most common reasons: the customer used an old code or another supplier's, typed it wrong, the product has not been registered yet, or the photo was illegible at that point. The drawer says "The document's code doesn't exist in this catalog." When the code exists, but in the catalog of another store of your company, the notice is different. See A line from another store in a purchase: which store is this item from?.

The ways out, in the order they appear

1. Re-search: "Search for this code again in the current catalog". It helps when the product was registered after the quote arrived. It only appears when there is something to re-search.
2. Search the catalog: opens the search, already with the document's code or description. The top of the search says which line it is about ("Order line: …"). Type a code or description and click Use on the right product. The line becomes that product's, with its price and stock. If the short search is not enough, Search and replace in the catalog opens the full search, with filters.
3. Save for future: records what the customer asked for and removes the line from this order. Use it when the item is not going out now, but the customer's request cannot be lost.
4. Discard from order: removes the line without recording anything. Use it for a line that is not a real item (a total, a header read as an item, a scribble).

On the quote's reading screen, Search the catalog takes you to editing with the search already open on that line.

Fix the code without having the product

Sometimes the code was read wrong and the right one is not in the catalog either. In the search, type the right code: Leave not found as “X” appears. Clicking it, the line stays not found, but with the corrected code, and it is by that code that Re-search and the automatic search will look when the product is registered. The screen confirms "Line stays as “X”, out of the catalog".

Save for future: what gets recorded

Clicking Save for future in the drawer, the quantity recorded is the one on the line; check the number first. The screen confirms with "Saved for future: N — the line left the order", and what the customer asked for goes to the Future demand tab. On an order split among branches the screen asks before saving, because the line leaves all branches at once. Saving has no undo: to bring the line back you need to add the item again.

When the line has no quantity read, or when you want to change a record already made (Edit what was saved), the Save for future window opens, with:

• Quantity ordered: the one that goes to the record. It comes from reading the document when it exists ("Came from reading the document — check it before saving."); you can change it;
• Note (optional): for example "customer said it's the new model";
• Save and remove the line or Save and keep the line.

⚠️ Saving does not resolve the line. If you save and keep it, the line stays with no product, with the notice open, and remains outside what the customer receives. The saved line shows "✓ Saved for future: N units".

What happens if you send the proposal anyway

A line with no product does not block sending. The send dialog shows the notice "1 item is not in this estimate.", followed by "It leaves the file the customer receives, and the file tells them so, with code and quantity."

The customer sees, in the file and in the review link, the section "Item you requested that isn't in this proposal" (or "N items you requested that aren't in this proposal") with the sentence "This code isn't in our catalog. We'll get back to you about it." ⚠️ It is a promise to the customer: arrange the follow-up.

At the moment of sending, the out-of-catalog lines are recorded on their own in the Future demand tab, even if you did not click Save for future. Resending does not duplicate the record.

The only lock: if none of the items goes into the proposal, sending is refused ("the customer would get an empty file"). Point to the right code on at least one item.

And when confirming the order

Confirming is not blocked either. The confirmation warns that the item "does not go in the customer's file or in the ERP order" and is recorded in "Future demand". In other words: the unmatched line never reaches the ERP.

Where the demand is kept

• On the quote itself, in the Future demand tab (next to Order items), with the reason Not in catalog. There, Fix points the record to a catalog product once it exists.
• On the Latent demand screen (in your account menu), Not in catalog tab, along with what was left out of all the quotes in your portfolio. From there you can Generate quote with the checked lines or Notify customer. See Latent demand: what the customer asked for and did not get.

Several lines not found at once

In the Order review and adjustments panel, the Product not found row counts the lines with no product (and also those with a corrected code or identified by image, which are checked in the table). For the ones with no product there are two batches:

• Save for future and keep in order (N): records all of them and leaves the lines where they are;
• Remove from order (N): records them and removes the lines.

To re-search everything at once, use Other actions → Refresh the order: it searches all the codes in the catalog again and also rereads stock and last paid prices. It does not exist after the order has been confirmed, or while there is a sent proposal in effect.

Common questions

I clicked Re-search and nothing changed. The code does not exist in the current catalog yet. Check whether it was read right (the "In the document" helps) and, if not, fix it with Leave not found as “X”.

I saved for future and the notice is still there. You kept the line. Saving records the customer's request, but does not give the line a product; to clear the notice, point to a product or remove the line from the order.

I discarded by mistake. Discarding records nothing and the line leaves the order. To bring the item back, add it again from the catalog.

The customer asked about the item "we'll get back to you" on. It is in the quote's Future demand tab and on the Latent demand screen. When the product is registered, Fix points the record to it, and Generate quote builds the new order.