Price lists

A price list holds the price of each item you sell, in one currency. Customers with special terms get a list of their own; everyone else is priced from the default list, so every sale starts from a price someone agreed.

Create a price list

Make one list for your standard prices, then one for each group of customers on other terms, such as wholesale or a key account.

1. Go to Sales ‣ Pricing ‣ Price lists and click New price list.
2. Pick the Subsidiary the list belongs to.
3. Enter the Code and Name, for example WHOLESALE and Wholesale prices.
4. Pick the Usage Sales, so the list prices what you sell.
5. Pick the Currency the prices are in.
6. Enter Valid from and Valid to if the prices hold for a set period only, such as a season. Leave them empty for prices with no end.
7. Switch on Prices include VAT if the prices you will enter already contain tax.
8. Click Save.

Field	What it sets
Subsidiary	The company the list belongs to. It cannot be changed once saved.
Code	A short name for the list, unique in your business. It cannot be changed once saved.
Usage	Sales for prices you charge, Purchase for prices you pay. It cannot be changed once saved.
Currency	The currency of the prices. A document in another currency converts them at the exchange rate of its date. It cannot be changed once saved.
Valid from, Valid to	The days the prices hold. A document dated outside them cannot be priced from the list.
Default price list	Prices every customer of the subsidiary who has no list of their own.
Prices include VAT	Toggle if the prices entered already include tax. See Sell at prices that include tax.

The list starts Active. Its page shows its Usage, Currency, whether it is the Default and whether its prices are VAT included.

Add an item’s price

1. Open the price list and go to Price list items.
2. Click New item.
3. Pick the Item, then the UOM the price is for. Only units set up for that item are offered.
4. Enter the Price of one unit.
5. Leave Min qty at 1, unless the price applies only from a larger quantity.
6. Click Save.

The item now shows on the list with its Code, UOM, Price and Min qty. Each item appears once per unit on a list, so a second row for the same item and unit is refused.

A price is for one unit only and is not converted to the item’s other units. To sell an item by the piece and by the carton, give it a row for each.

Example

A beverage distributor sells water by the bottle and by the pack of 12. Its wholesale list has two rows for the water: the UOM Bottle at 0.50 and the UOM Pack of 12 at 5.40. A shop that orders four packs is charged 21.60, the pack price, without anyone working out a discount.

A line for fewer than the row’s Min qty is not priced from the list. Keep Min qty at 1 unless you will not sell fewer.

Make a list the default

The default list prices every customer who has no list of their own, so a new customer can be sold to at once.

1. Open the price list and click Edit.
2. Switch on Default price list.
3. Click Save.

Each subsidiary has one default sales list. Switching it on for one list switches it off on the list that held it before. A list saved with no Subsidiary is the default for the whole business, used by any subsidiary that has no default of its own.

Note

Default price list in Settings ‣ Configuration ‣ System settings, on the Sales tab, is a different setting: it is the list written onto each new customer when they are created. See Give new customers their defaults.

Give customers and areas their list

A price list prices nothing until a customer, a store area or the default points at it.

• For a customer, open the customer, click Edit, open the Sales tab and pick the Price list. See Create a customer.
• For an online store delivery area, the area’s list decides what the store offers there and at what price. See Choose what each area sells.
• For a vendor, see Give a vendor its price list.

The till and the rep app have no list of their own. They price each sale for the customer on it, as described in Check where a line’s price comes from.

Change a price

1. Open the price list and go to Price list items.
2. Open the item’s row and enter the new Price.
3. Click Save.

Every line priced from then on uses the new price. Documents already saved keep the prices they were given. To take an item off the list, open its row and click Delete.

Stop using a price list

You can stop a list in two ways.

• To pause it, open the list, click Edit, switch it to Inactive and click Save. The list stops pricing at once, and its customers are priced from the default list.
• To retire it, open the list and click Archive. A list is archived only once no customer, vendor, store area or open order prices from it. An archived list stays readable on the documents priced from it, and Restore brings it back.

Caution

Switching a list off is not checked against its customers. Their next orders are priced from the default list, and an item missing from the default cannot be sold to them. Move the customers to another list first.

Messages you may meet

Message	What to do
A price list with this code already exists.	Enter another Code.
This item and unit are already on the price list; update the existing row instead.	Open the existing row and change its Price.
The end of the date range falls before its start.	Set Valid to on or after Valid from.
Customers still price from this list; move them to another list before archiving it.	Give those customers another Price list on their Sales tab.
Online store service areas still price from this list; move them to another list before archiving it.	Give those areas another price list.
Open sales orders still price from this list; complete or cancel them first.	Finish or cancel the orders named in the message.
The price list is archived; restore it before editing it.	Click Restore on the list, then make the change.