Creating New Sales Order Price Lists

Owned by Tatum Hohl (Unlicensed)
Last updated: Sept 27, 2018 by Emma Greenwood
8 min read

Overview

NorthScope allows the user to create sales order price lists that can be assigned to customers and/or addresses. By assigning a price list to a customer or address, the process of creating a new order or invoice is expedited as the price list items will default the price and price UOM. Moreover, price lists may be assigned to more than one customer or address and prices for a price list line item can be differentiated on an assigned customer’s order or invoice, allowing for custom price adjustments. Price lists can be updated at any time with new prices, new price effective dates, new items, removed items, and complex formulas. Price list edits will only apply to those transactions that are created after the price list is edited.

Prerequisites

Required Prerequisites

  • Items Setup
  • Currency Setup

Understanding the Types of Price Lists

NorthScope allows user to create three different types of price lists: Standard, Base Index, and Linked. Standard and Base Index price lists are created following the same steps and can have multiple items. The difference between a Standard price list and a Base Index price list is that the items on a Base Index price list can be linked to while the items on a Standard price list cannot. This means that when a user creates a Linked price list, the items selected on that price list can be linked to the items and corresponding prices on a Base Index price list. However, items on a linked price list cannot be linked to items on a Standard price list. 

Linked price lists function differently. Linked price lists can also have multiple items, however, the items on Linked price lists can be either linked to an item on another price list or un-linked. Linking an item to another price list inherits the item's price from the linked source as well as the price date ranges. However, linked price lists also allow the user to create complex formulas that adjust the price inherited from a linked item. These formulas can be configured either at the header or line item level. Configuring a formula at the header level acts as a default that is inherited to all linked line items added to the price list after the header formula is configured. Once a header formula is inherited to line items, the header formula can be edited at the line item level. If a header formula is not configured or a line item is added after the header formula is configured (and therefore does not inherit the header formula), the user can configure a formula at the line item level. Configuring a formula at the line item level applies the formula only to the selected item. The available formula operations include Multiply, Divide, Subtract, Add, Round, and Convert. 

Step 1: Creating a new price list.

To create a new price list, first expand the Sales Order module in NorthScope and select Price Lists from the navigation menu. This will open the Sales Order: Price Lists list view. From the list view, click the New toolbar icon and select Sales Order Price List. This will open the New Price List record view window with the following header fields for data entry:

  • Currency ID: Displays a drop-down menu for the user to select the currency for the price list prices. This field is required as only items with the same currency will be available to add to the price list and price lists can only be assigned to customers that use the same currency as well. 
  • Description: Displays a text box field for the user to enter a description of the price list.  This field is required.
  • Inactive: Displays a drop-down menu for the user to determine whether or not the price list is active in the system. If the drop-down menu is set to 'Yes', the price list is inactive. If the drop-down menu is set to 'No', the price list is active.
  • Price List: Displays a text box field for the user to enter the name of the price list.
  • Price List Class: This field defaults to Sales Order is never editable. 
  • Price List Type: Displays a drop-down menu of the types of price lists - Standard, Base Index, or Linked. If the user selects 'Linked', upon save the Linked Formula header hyperlink will display, allowing the user to configure a formula that will default to all linked items added after the header formula is configured.
  • Prices Include Freight Cost: Displays a drop-down menu for the user to determine whether or not the prices on the price list include freight costs. If the drop-down menu is set to 'Yes', the prices include freight cost. If the drop-down menu is set to 'No', the prices do not include freight cost.

Once all data has been entered in the header, click the Save toolbar icon.

Step 2: Configuring a header formula. (Optional - Linked price lists only)

To configure a header formula that will be inherited to all linked line items added after the configuration, click the Linked Formula 'Configure' header hyperlink. This will open the Linked Item Formula window. From this window, click the New grid toolbar icon to open 5 lines for data entry. These lines allow the user to select an operation to adjust the price by (i.e. Multiply) and the factor by which the operation is done (i.e. 2). Once all formula steps have been added, click Save. Then, exit the Linked Item Formula window to return to the Price List record view.

If the header formula was saved properly, the Linked Formula header hyperlink will display 'Edit' instead of 'Configure'. 

Note: Line items added before the header formula is configured WILL NOT inherit the header formula.

Note: Edits made to the header formula will only be inherited by line items added after the edits are made. 

Step 3: Adding items to the price list.

Click here to view the Items tab online help page for more information on the fields that display.

To add items to the price list, open the Items tab and click the New toolbar icon. This will create 5 new lines for data entry with the following fields:

  • Current Price: Displays the current price of the line item. This field is read-only and updates on save.
  • Current Price Date Range: Displays the effective date of the current price. This field is read-only and updates on save. 
  • End Date: For non-linked items, this field displays a text box for the user to enter the end date of the price entered for the line item. This field is disabled for linked line items. 
  • Item: Displays a drop-down menu of all items for the user to select the item to add to the price list. This field is required.
  • Linked Base Index Item: Displays a drop-down menu of all items on Base Index price lists that are of the same currency as the current price list for the user to select the item to which to link the line item. This field is only enabled on Linked price lists. Once a Linked Base Index Item selection is made, the Start Date, End Date, and Price fields become disabled. 
  • Linked Formula: This field displays a hyperlink only if the price list is a Linked price list and only if the line item has been saved with a Linked Base Index Item. This hyperlink displays either 'Edit' or 'Configure' depending on if a formula is assigned to the line item. When clicked, this hyperlink opens the Linked Item Formula window for the line item, allowing the user to add or edit the line item formula to adjust the linked price. 
  • Next Price: When a new price is entered with a new effective date set in the future, this field displays the next price in a read-only field that is updated upon save.
  • Next Price Date Range: When a new start date and end date is entered for a future date, this field displays the next effective date range for the new price in a read-only field that is updated upon save.
  • Price: For non-linked items, this field displays a text box for the user to enter a price for the line item. Note: Users may add items to price lists that do not have a price, for example, '0.00'.
  • Price UOM: Displays the line item’s price unit of measure and becomes read-only on save. This field is disabled for linked line items and will default from the linked item.
  • Select Box: Displays a check box for the user to select line items for deletion.
  • Start Date: For non-linked items, this field displays a text box for the user to enter the end date of the price entered for the line item. This field is required for non-linked items and is disabled for linked line items. 
  • UOM Schedule: Displays the unit grouping for the line item. This field is read-only and defaults from the item or linked item. This field updates on save.

Once all line items have been added with all information, click the Save toolbar icon.

Step 4: Configuring or editing a line item formula. (Optional - Linked price lists only)

To configure or edit a line item formula, click either the 'Configure' or 'Edit' Linked Formula line item hyperlink. This will open the Linked Item Formula window. If a header formula was inherited by the item, the user can add, edit, or remove the inherited formula steps in this window. If no formula was inherited by the item, the user can create a formula by clicking the New grid toolbar icon to open 5 lines for data entry. Once all formula steps have been configured and/or edited, click Save. Then, exit the Linked Item Formula window to return to the Price List record view. 

In the header section users can define the maximum and minimum price for the price. If the calculated price is greater than the maximum price, the maximum price is set as the item price. If the calculated price is less than the minimum price, the minimum price is set as the item price.  

If a formula was configured for a line item that previously did not have a formula and the formula saved properly, the line item's Linked Formula hyperlink will display 'Edit' instead of 'Configure'. If all formula steps for a line item are deleted, the line item's Linked Formula hyperlink will display 'Configure' instead of 'Edit'.

Step 5: Assigning the price list to addresses.

By assigning a price list to an address, when a new sales order or invoice is created for that address with an item from the assigned price list, all corresponding price information will default for that item, expediting the process. The maximum number of price lists that can be assigned to an address is 5. Click here to view the Addresses tab online help page for more information on the fields that display.

To assign the price list to an address, open the Addresses tab and click the New grid toolbar icon. This will open 5 line items for data entry. The editable fields on the five lines that display are the Customer and Address ID fields. 

  •  Customer: Displays a drop-down menu of all active customers that use the same currency as the price list for the user to select the customer whose address will be assigned.
  • Address ID: Displays a drop-down menu of all the customer's addresses, listed by Address ID, excluding 'Billing' addresses, for the user to select the address to assign to the price list. This drop-down also includes the option of 'Customer-Level', which allows the user to assign the price list to the customer instead of individual addresses.

Note: Duplicate addresses may not be assigned to the same price list.

Once the desired addresses have been added to the price list, click Save. Clicking save will default the Customer Name, Assigned Price Lists, Location, City, State, and Zip Addresses tab fields with the information pertaining to each selected address.