How prices are found

Every sales line is priced by the server, the same way in the office, the rep app, the till and the online store. Knowing the order it looks in tells you which list to change when a price is not what you expected.

Check where a line’s price comes from

When you add a line, its Unit price comes from the first of these that answers:

1. A price typed on the line, by someone allowed to change prices.
2. The customer’s own Price list, at the document’s date.
3. For an online store order, the price list of the delivery area, when the customer has none.
4. The default sales price list of the subsidiary, if it is in effect on that date.
5. The default sales price list saved with no subsidiary.

Within the list it finds, the line takes the row for its item in its unit of measure whose Min qty the line’s quantity reaches.

A customer who has a list of their own is priced from that list only. An item missing from it is not looked up on the default list, so the line is refused unless someone allowed to change prices types one. When the customer’s list is outside its Valid from and Valid to dates, their documents are refused until the dates are changed or the customer is given another list.

Example

A bakery supplier gives its hotel customers a Hotels list and prices everyone else from its default Standard list. A hotel orders croissants, which are on the Hotels list, and a new cake, which is not. The croissants are priced at the hotel price; the cake line is refused until the cake is added to the Hotels list.

Change the price on a line

Only roles allowed to change prices can type a price. Everyone else sees the list price in Unit price, locked, with the hint “Locked — the price list is authoritative for this role”.

1. On the quotation, order or invoice, find the line. The list price shows faintly in Unit price.
2. Enter the price you agreed in Unit price.
3. Click Save.

The line keeps both prices: the list price it was offered and the price charged. The server checks the permission again when the document is saved, whichever screen or app sent it.

Let a role change prices

1. Go to Settings ‣ Configuration ‣ System settings, open the Users & roles tab, then click Roles & permissions.
2. Open the role and click Edit.
3. Open the Permissions tab and find Price Calculation.
4. Pick Edit, so the role may type its own prices.
5. Click Save.

The same permission lets the role give discounts above the limits in the Sales settings: see Let a role go past the limits.

Note

Who may create and change the price lists themselves is a separate permission, Price Lists (Sales): View to see them, Create to add a list, Edit to change a list and its items, and Full to archive or restore one.

Compare the channels

Channel	What sets the price	What its user may change
Quotations, orders and invoices	The order above.	A role allowed to change prices types the Unit price; discounts follow the limits.
Rep app	The order above, for the customer visited.	A rep whose role may change prices taps the price; discounts stay within the rep profile’s maximum. See Sell on a visit.
Till	The order above, for the customer picked or the walk-in customer.	No one changes a price at the till; a cashier allowed to discount gives an order discount. See Give a discount.
Online store	The customer’s list, else the area’s list.	Nothing: the shopper pays the listed price. See Give a customer their own prices.

Purchase documents are priced from purchase lists in their own order: see How a line’s price is found.

Messages you may meet

Message	What to do
The line states no unit price and no list answers for it, so it cannot be priced.	The item is not on the customer’s list in that unit, or the quantity is under its Min qty, or no default list is in effect. Add the row to the list, or have someone allowed to change prices type the Unit price.
This price list is not in effect on the document’s date.	The customer’s list has run out or starts later. Change its Valid to, give the customer a current list, or change the document’s date.
Selling away from the list price requires price-override authority.	Clear the Unit price to sell at the list price, or ask someone whose role may change prices.
No exchange rate is available to convert this document to the target currency.	The list is in another currency and no rate is recorded for the document’s date. Record an exchange rate.