Price Lists

A price list lets you charge rates that differ from an item's standard rate, without editing the item. Use them for wholesale pricing, a branch that trades in another currency, a negotiated customer rate, or quantity discounts.

To access price lists, navigate to the Inventory module on the sidebar and click on Price Lists.

Two kinds of price list

When you create a list you choose how it prices:

Type	How it works	Best for
Percentage	Marks every item up or down by one percentage off its standard rate	A wholesale list, a staff discount, a seasonal uplift
Per item	You set an absolute rate for each item, in the list's own currency	Negotiated prices, a branch trading in another currency

Tip

A percentage list covers your whole catalogue automatically, including items you create later. A per-item list only prices the items on it, so new products keep their standard rate until you add them.

Create a price list

Navigate to Inventory on the sidebar and click on Price Lists.
Click the New price list button at the top-right.
Give the list a name, then choose:
- List type: Sales lists apply to quotes, sales orders, invoices and credit notes. Purchase lists apply to bills and purchase orders.
- Pricing: Percentage or Per item.
For a percentage list, enter the percentage, choose whether it is a markup or a markdown, and optionally round the result (whole number, .99, .50 or .49 ending).
For a per item list, choose the currency. Rates you enter are absolute amounts in that currency and are never converted.
Optionally set Default for locations: see location pricing below.
Click Save.

Add items to a per-item list

There are four ways to get items onto a list. Which one you want depends on how many items you are pricing.

Add one item at a time

Use the Add an item… search box above the grid. Start typing a name or SKU and pick the item. It lands on the grid at its standard rate, ready for you to change.

Add several at once

Click Add items to open a picker with checkboxes. Search, tick as many items as you like, and optionally set Same rate for all to give every one of them the same price. Items already on the list are shown greyed out so you cannot add them twice.

Add your whole catalogue

Click Add all items. Every active item on the list's side is added, each starting at its own standard rate. Items already on the list keep the rate they have, so you can safely click it again later after creating new products.

Tip

This is the fastest way to build a large list. Add everything, then use the filter described below to work through the ones that still need a real price.

Import from a CSV

Click Import CSV if you have a price file, for example from a supplier. One row per item: an identifier then the rate.

SKU-001,1200
SKU-002,950

Rows are matched on SKU first, then on exact item name, and a header row is detected and skipped. Anything the file names that is not yet on the list is added. Rows that match nothing are listed individually before you apply, so a line is never silently dropped.

Work through a long list

The grid shows 50 items per page.

Use Only show items with no price yet to hide everything already priced and focus on the gaps.
Use Save page to commit the page you are on and stay in the editor. Saving one page never affects the others.
If you try to change page with unsaved rates, you will be asked to save first so nothing is lost.

Note

There is no limit on how many items one list can hold. You do not need to split a large catalogue across several lists.

Quantity discounts (volume pricing)

Instead of one rate, an item can charge by how many are ordered.

On the item's row, click Volume pricing.
Enter your brackets, for example 1–9 at 185, then 10 and above at 150.
Leave the last bracket's to field empty to cover everything above it.
Click Save brackets.

The bracket containing the line's quantity sets a flat rate for the whole line. Brackets cannot overlap, only the last one can be open-ended, and a list holds up to ten brackets per item.

Which price list applies to a document

When you create a document, the system picks a list for you. Most specific wins:

The list you pick on the document: always wins.
The customer's or vendor's price list: set on their record.
The location's default price list: see below.
No list: the item's standard rate applies.

Note

A customer's list beats the location's, so a customer with negotiated pricing gets it wherever they buy from.

You can always override a single line by typing a rate into it. That line is marked as set by hand and will not be re-priced.

Make a list a location's default

On the price list, set Default for locations. Every new document raised at that location picks the list up automatically.

A location can have one active sales list and one active purchase list. If you assign a location that is already taken, you are told which list has it. Setting a list to inactive frees its locations.

Pricing a branch in another currency

A per-item list carries its own currency, so a branch abroad can price in its own money.

Create a per-item list in that currency, for example UGX.
Set it as the default for that branch.
Give the branch that same default currency in its location settings.

Documents raised there open in UGX and use the rates exactly as you typed them, with no conversion.

Warning

A per-item list only applies to documents in its own currency. A shilling list is skipped on a dollar document rather than being converted, and the document falls back to converted standard rates. The list editor warns you when a list's currency does not match a location you have assigned it to.

Items with no price on the list

By default, an item with no rate on the list falls back to its standard rate, converted into the document's currency. That is silent, so it is easy to miss.

Tick Block unpriced items on the list to reject those documents instead, forcing the item to be priced properly.
Use Price the gaps to see exactly which items are falling back, and fill them in bulk.

Turn price lists off

Price lists are on by default. To hide the feature, go to Settings → Features and turn off Price lists.