Price Lists

You use price lists to add items to orders throughout the software. This article includes:

• Add a Price List
• Add Items to a Price List
• Item Text Color on the Price List Items Tab
• Edit Multiple Price List Items
• Copy a Price List
• Copy Items to Another Price List
• Inactivate a Price List
• Delete a Price List
• Price List Security

Add a Price List

1. Click the Price Lists link from the Main Menu. The Price Lists page opens.
2. Click the Add button. The Add Price List window opens.
3. Enter the necessary information:
   
   • Description - Name of the price list.
   • Code - Unique alphanumeric code.
   • Start Date - Beginning date the price list is valid. Informational purposes only.
   • End Date - Last date the price list is valid. Informational purposes only.
   • Late Price - If checked, late pricing is available for items on the price list.
   • Currency - Currency of the price list.
   • Price Class - Price class for the price list. If a price class is assigned to an account (AR Demographics), only price lists with price classes matching the price class assigned to the account are when adding service orders for that account.
   • Advance Price - If checked, advanced pricing is available for items on the price list.
   • Org Default - If checked, the price list is the default price list for the organization. You can set only one price list as the org default.
   • Retire - If checked, the price list is not available for selection.
4. Click the Save (disk) button. 

Add Items to a Price List

You can add items, also called resources, to a price list individually or you can add multiple items at one time.

Add an Individual Price List Item

1. Click the click the Price Lists link from the Main Menu. The Price Lists page opens.
2. Select the price list for the items.
3. Right-click and select Edit. The Edit Price List window opens.
4. Select the Price List Items tab.
5. Click the arrow next to the Add button.
6. Select Add. The Add Price List Item window opens.
7. Enter the necessary information:
   • Form - Form to assign to the price list item.
   • Type - Resource type for the item you are adding.
   • Price List Item Resource Code - Item (resource) to add to the price list. Only resources assigned to resource type selected in the Type field are available for selection.
   • Description - Defaults to the description of the resource code selected in the Price List Item Resource Code drop-down. Update this as needed for the price list item.
   • Price - Item price. Click the Advanced Setup link for volume pricing.
   • Cost - Item cost. Click the Advanced Setup link for volume cost.
   • Active - If checked, the item is available on the price list when adding an order.
   • Minimum Quantity - Minimum required quantity for the item.
   • Tax Inclusive - If checked, the price entered into the Price field includes tax.
   • Unit of Time - Defaults to the Unit of Time of the resource code selected in the Price List Item Resource Code drop-down. Update this as needed for the price list item.
8. Select the Pricing tab.
9. Enter the necessary information:
   • Base Price - Price to use in markup pricing.
   • Standard Price - Price if the item is ordered after the advanced cutoff date and before the standard cutoff date. See Advanced, Standard and Late Pricing with Service Orders for more information.
   • Standard Price % Markup - Percentage markup over the base price for the standard price.
   • Advance Price - Price if the item is ordered prior to the advanced cutoff date. See Advanced, Standard and Late Pricing with Service Orders for more information.
   • Advance Price % Markup - Percentage markup over the base price for the advance price.
   • Late Price - Price if the item is ordered after the standard cutoff date. See Advanced, Standard and Late Pricing with Service Orders for more information.
   • Late Price % Markup - Percentage markup over the base price for the late price.
10. Select the Costs tab.
11. Enter the necessary information:
    • Base Cost - Item cost to use in markup pricing.
    • Standard Cost - Cost of the item if the item is ordered after the advanced cutoff date and before the standard cutoff date. 
    • Standard Price % Markup - Percentage markup over the base price for the standard cost.
    • Advance Price - Cost of the item if the item is ordered prior to the advanced cutoff date.
    • Advance Price % Markup - Percentage markup over the base price for the advance cost.
    • Late Price - Cost of the item if the item is ordered after the standard cutoff date. 
    • Late Price % Markup - Percentage markup over the base price for the late cost.
12. Select the Other tab.
13. Enter the necessary information:
    • Chargeable - When the item is charged: when it is ordered (At Order Time) or when it is shipped (At Ship Time). Only available if Shippable is checked.
    • Shippable - If checked, the item is a shipped item.
    • Header Only - If checked, the price list item is a header on the price list to help divide up the items. You cannot order header items. Only available if Shippable is unchecked.
    • Daily - If checked, the item is ordered based on the booking times.
14. Select the Display tab.
15. Enter the necessary information:
    • Show Start Date - If checked, the item start date appears on reports.
    • Show Start Time - If checked, the item start time appears on reports.
    • Show End Date - If checked, the item end date appears on reports.
    • Show End Time - If checked, the item end time appears on reports.
    • Show Extended Charge - If checked, the item extended charge appears on reports.
    • Show Delivery Date and Time (Show Start Date)
    • Show Pickup Date and Time (Show End Date)
    • Show Rate - If checked, the item rate appears on reports.
    • Show Units - If checked, the item units appears on reports.
16. Select the Upsell tab to add upsell items to the price list item. See Upsell Items for more information.
17. Click OK.

Add Multiple Items to a Price List

1. Click the Price Lists link from the Main Menu. The Price Lists page opens.
2. Select the price list for the items.
3. Right-click and select Edit. The Edit Price List window opens.
4. Select the Price List Items tab.
5. Click the Add Items button. The Add Price List Items Form window opens.
6. Select the order form for the price list items.
7. Click OK. The Add Price List Items window opens.
8. Select the items to add to the price list.  Use Ctrl+Click or Shift+Click to select multiple items.
9. Click the Select button. The selected items are added to the price list on the order form selected in step 6.

Item Text Color on the Price List Items Tab

Inactive price list items display in grey text. Header items display in bold text.

Items with a custom price scheme or custom cost scheme display in red. When only a custom cost scheme is configured on the item, the Advance Price, Standard Price, and Late Price fields remain editable on the Price List Items tab within the price list. Once a custom price scheme is configured, these fields are inactive at the price list level. Custom price and cost schemes configured on a price list item apply only to the price list for which they are configured.

Edit Multiple Price List Items

You can edit the information for several price list items at one time using Edit Multiple. To edit several price list items at once:

1. Click the Price Lists link from the Main Menu. The Price Lists page opens.
2. Select the price list with the items to edit.
3. Right-click and select Edit. The Edit Price List window opens.
4. Select the Price List Items tab.
5. Select the items to edit. Use Ctrl+Click, Shift+Click or click and drag to select several items at one time. If you need to edit all the items in the list, you can click the left most column in the screen to highlight all the items in the list.
    
6. Right-click and select Edit Multiple. The Edit Multiple Price List Items window opens.
7. Check the box next to the field(s) to edit.
8. Select the new value(s) from the drop-down. Only checked fields are updated. If no value is selected in a drop-down and the check box is checked, the field is updated on all items to blank.
9. Click OK.

Copy a Price List

1. Click the Price Lists link from the Main Menu. The Price Lists page opens.
2. Select the existing price list to copy.
3. Right-click and select Tools -> Copy. The Copy Price List window opens.
4. Enter the necessary information:
   • Description – Name of the new price list.
   • Code – Unique alphanumeric code for the new price list.
   • Start Date - Beginning date the new price list is valid. Informational purposes only.
   • Include Price/Cost – If checked, prices and costs for the price list items on the existing price list are copied to the new price list.
   • Include Notes – If checked, notes on the existing price list are copied to the new price list.
   • Currency – Currency of the new price list. If a different currency is selected for the new price list, the prices remain the same as the original price list. The currency exchange rate is not used to calculate the new prices.
   • End Date - Last date the new price list is valid. Informational purposes only.
   • Assign Privileges to New Price List - If checked, the new price list is added to the Allow Access to Price Lists in Events/Order Entry access privilege.
5. Click OK. The Edit Price List window opens when the copy process is complete.

Copy Items to Another Price List

You can copy items from one price to another. To do this:

1. Click the Price Lists link from the Main Menu. The Price Lists page opens.
2. Select the price list that needs the items added.
3. Right-click and select Tools -> Copy Items. The Copy Items window opens.
4. Select the price list that contains the items to copy from the Source Price List drop-down.
5. Select the order form to assign to the copied items from the Copy Selected Items to Form drop-down.
6. Check the Include Prices, Include Notes and/or Include Upsell Items to copy that information from the existing items to the newly created items.
7. Select the Price List Items tab.
8. Select the items to copy. Use Ctrl+Click or Shift+Click to select multiple items.
9. Click OK.

Inactivate a Price List

If you no longer use a price list but want to keep record of it for reporting or other purposes, you can make it inactive. When you make a price list inactive, it is no longer available for selection.

1. Click the Price Lists link from the Main Menu. The Price Lists page opens.
2. Select the price list to make inactive.
3. Right-click and select Edit. The Edit Price List window opens.
4. Check the Retire box.
5. Click OK.

Delete a Price List

If you no longer use a price list and don't want to keep a record of it, you can delete it. You can only delete price lists that have orders associated with them if the orders are cancelled. You cannot delete price lists currently used on orders, both active and closed. You cannot undo the delete process so proceed cautiously before deleting price lists.

1. Click the Price Lists link from the Main Menu. The Price Lists page opens.
2. Select the price list to delete.
3. Right-click and select Mark for Delete.
4. Click the Save button.

Price List Security

Price list security is controlled by the Allow Add/Change/Delete Price Lists access privilege. Any roles/users assigned to the privilege can add, edit and delete price lists while any roles/users not assigned to the privilege cannot add, edit or delete price lists. If no roles/users are assigned to the privilege, it is considered inactive, and all roles/users can add, edit and delete price lists.