Creating New Customer & Employee Sale Price Lists

Owned by Emma Greenwood
Last updated: Sept 27, 2018
5 min read

Overview

NorthScope allows the user to create price lists that can be assigned to Customers/Employees. By assigning a price list to a Customer/Employee, the process of creating a new sales transaction 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/Employee and prices for a price list line item can be differentiated on an assigned sales transaction, allowing for custom price adjustments. Price lists can be updated at any time with new prices, new price effective and end dates, new items and removed items. Price list edits will only apply to those transactions that are created after the price list is edited.

Prerequisites 

Required Prerequisites

  • Items Setup
  • Customer / Employee Setup
  • Currency Setup

Step 1: Creating a new price list

To create a new price list, first expand the Purchasing module in NorthScope then expand Setup from the navigation menu and select Price Lists. This will open the Purchasing Setup: Price Lists list view. From the list view, click the New toolbar icon and select Customer & Employee Sale 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 base price list. This field is required as only Customers with the same currency will be available to add to the price list.
  • Description: Displays a text box field for the user to enter a description of the price list. This field is required and can be edited at any time.
  • 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. This field is required and can be edited at any time.
  • Price List Class: This field defaults to ‘Customer Sale’ and is never editable. 
  • Price List Type: This field defaults to ‘Standard’ and is never editable.
  • Prices Include Freight Cost: This field defaults to ‘No’ and is never editable.

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

Step 2: 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, click the Sale 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 for the current price of the line item. This field is read-only and updates on save. 
  • End Date: This field displays a text box for the user to enter the last effective day for the manually entered price of the line item. The field defaults to blank and it is not required. Once the End Date is entered and the record is saved, the field updates to blank to allow a new entry and the Current Price Date Range or the Next Price Date Range is updated accordingly depending if the dates entered are in the future or not. 
  • Item: This field displays a drop-down menu of all active inventory items configured in the system to assign items to the price list. This field defaults to blank and the item is required to save a line item. The field is always editable when the grid section is in edit mode (clicking New from the grid toolbar switches the grid into the edit mode). Note: Multiple items can be assigned to the same price list.
  • 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: This field displays a text box for the user to enter the new price for the line item. This field is always editable when the grid is in edit mode (clicking New from the grid toolbar switches the grid into the edit mode). The price entered in this field will become effective once the Start Date has been reached. Note: Users may add items to price lists that do not have a price, for example, '0.00'.
  • Price UOM: This field displays a drop-down menu of all units of measure on the selected item’s UOM schedule for the user to identify the unit of measure on which the item’s price is based. This field defaults from the item property ‘Sales Order Price UOM’ if not manually selected.
  • Select Box: Displays a check box for the user to select line items for deletion.
  • Start Date: This field displays a text box that defaults to blank for the user to enter the first effective day for the pride of the line item. This field is required. Once a Start Date is entered and saved, the Start Date field is updated to blank, allowing for a new entry and either the Current Price Date Range or the Next Price Date Range field is updated with the Start Date and End Date previously entered and saved, depending on if the dates entered are current or in the future. 
  • UOM Schedule: Displays the unit of measure schedule for the line item. This field defaults from the Item selection upon save and is read-only.

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

Step 3: Assigning the price list to Customers/Employees

By assigning a price list to a Customer/Employee, when a new sales transaction is created with an item from the assigned price list, all corresponding price information will default for that item, expediting the process.

To assign the price list to a Customer/Employee, click the Customers tab and click the New grid toolbar icon. This will open 5 line items for data entry.   

  • Customer: This field is a drop-down menu to assign a Customer/Employee to the price list. The drop-down displays active Customers/Employees with the same currency property selected in the header section of the Price List record. Multiple Customers/Employees can be assigned to the same price list, but each Customer/Employee can only be assigned to one price list at a time.
  • Customer Name: Displays the Customer/Employee name. This field updates once the Customer/Employee has been selected and the record is saved. This field is for informational use only and cannot be edited.

Once the desired Customers/Employees have been added to the price list, click the Save toolbar icon.

Step 4: Assigning the Customer/Employee price list to a Transaction

The price list can be assigned when creating a new Customer/Employee sale transaction.  To assign the price list to the transaction, create a new sale transaction for either a 'Customer' or an 'Employee' (see the Sales user guide for details on how to create these transactions).  In the record view header the Price List field displays a dropdown menu containing all of the available price lists to assign to the transaction.  This field is editable, the price list assigned to a Customer/Employee will be displayed if a price list has been assigned to the Customer/Employee selected in the transaction.  A message asking “On Save, do you want to update existing prices of items found on the new Price List?” will be displayed, click ‘OK’ to update.

Note: There is a setting in Purchasing > Preferences: Group Price List which allows the user to set a default Customer price list.  This value will default as the transaction price list value if a price list is not assigned to a Customer/Employee.