Vendor prices

A purchase price list holds what a vendor charges you for each item, so a purchase order is priced the moment you pick the item, and every buyer orders at the agreed price. Purchase price lists live beside the selling ones, under Sales ‣ Pricing ‣ Price lists, marked with the Usage Purchase.

Set up a purchase price list

Make one list per vendor whose prices you have agreed, or one list for all of them.

1. Go to Sales ‣ Pricing ‣ Price lists and click New price list.
2. Enter the Code and Name, for example the vendor’s name and the year.
3. Pick the Usage Purchase, so the list prices what you buy rather than what you sell.
4. Pick the Currency the vendor quotes in.
5. Enter Valid from and Valid to when the prices hold for a set period, such as a contract year. Leave them empty for prices with no end.
6. Switch on Prices include VAT if the vendor’s prices already include tax.
7. Click Save.

Field	What it sets
Usage	Purchase for prices you pay, Sales for prices you charge. A vendor can only be given a Purchase list.
Currency	The currency the prices are in. An order in another currency converts them at the order date’s exchange rate.
Valid from, Valid to	The dates the prices hold. An order dated outside them cannot be priced from the list.
Default price list	Prices the orders of every vendor who has no list of their own.
Prices include VAT	Whether the prices already include tax.

Add an item’s price

1. Open the price list and go to Price list items.
2. Click New item.
3. Pick the Item and the UOM the vendor sells it in.
4. Enter the Price.
5. Leave Min qty at 1, unless the price holds only from a larger quantity.
6. Click Save.

Each item appears once per unit on a list. A line ordering less than the row’s Min qty is not priced from the list, so keep Min qty at 1 unless the vendor will not sell fewer.

Example

A bakery buys flour from a mill by the sack and by the pallet of 40 sacks. Its price list for the mill has two rows for flour: the UOM Sack at 42.00 and the UOM Pallet at 1,540.00. The buyer orders by the pallet when the mill delivers a full load, and the order is priced at the pallet price.

Give a vendor its price list

1. Go to Purchase ‣ Master data ‣ Vendors and open the vendor.
2. Click Edit and open the Financial details tab.
3. Pick the Price list.
4. Click Save.

From now on, each line on a new purchase order for this vendor is priced from this list. Orders already saved keep their prices.

How a line’s price is found

When you add a line to a purchase order, its price comes from, in this order:

1. The Unit price typed on the line, when you type one.
2. The vendor’s own Price list, at the order’s date.
3. For a vendor with no list of their own, the purchase price list switched on as Default price list.

A vendor who has a list is priced from that list only: an item missing from it is not looked up on the default list. A line with no price from any of these is refused when you save. Give the item a price on the vendor’s list, or type the Unit price on the order.

Note

Only roles allowed to change prices can type a Unit price on an order; everyone else sees the listed price, locked. A buyer without that permission cannot order an item that is on no price list.

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 vendor’s list, nor on the default purchase list. Add it to the list, or type the Unit price.
This price list is not in effect on the document’s date.	The vendor’s list has run out, or starts later. Change its Valid to, give the vendor a current list, or change the order’s Date.
This item and unit are already on the price list; update the existing row instead.	Open the existing row and change its Price.
Vendors still price from this list; move them to another list before archiving it.	Give those vendors another Price list first.