Price Lists

Everything you need to know about how price lists work is contained in the information below

We have a pricing structure which all sales orders utilise when working out the price for a product.

The flow diagram on the left shows what we will check first and assuming we find the price no where else we will end up with the product price which is generally the highest price for the product.

The product must exist on the price lists for it to be used, therefore you can have a price list with only some products on the price list.

Stages we go through

Does the customer have their own customer contract prices, use this otherwise
Does this product exist on a price list that the customer is set to use, use this otherwise
Use the product price

To try to simplify the process, a video on how pricing works is below, we suggest you watch this prior to reading about pricing in the tabs below

General

Deleting or Archiving

You can not delete a price list you can only mark the price list as archived.

Each price list has a LIVE check box which needs to be unchecked when the price list is archived, thereafter it will no longer be available.

VAT Inclusive Pricing

We strongly recommend that you always use either VAT inclusive price lists (via the tick box) or VAT exclusive price lists.

Break Prices

This allows you to set prices based on the quantity on the order, so you can offer discounted prices the more a customer purchases of a product, or it could be the more it would cost when the product becomes more rare.

Where a price band exists you need to set a start and an end number even if you are not using multiple bands, each band should increase and you should have no overlaps of quantities, the final quantity should set itself to 999999

If you only want a single price for any quantity of a Product simply insert a 1 into the Quantity Fro column and tab over the Qty To field (a value of 999999 will be entered automatically)

The prices you enter will then apply based on the quantity on the sales order for the product.

There is no validation on setting prices (so that you have full control).

It is your responsibility to ensure that the price for every Product and price band is correct.

EP Price Lists

These are currently set in the standard price list with just a tick box which is used to differentiate these price lists from standard price lists.

Only items on the list can be ordered for the EP Campaign and only those purchased can then be sold on EP Sales orders.

Price List

If you are using the v3 onwards there is now a new price list overview screen which can be accessed directly from the Price list Menu, from here a list of all the price lists will be shown

You simply click the view to look at the contents of a price list where you can edit and amend the price list.

You have to set the price list up before you set up a new customer to use the price list. When adding a new customer you then specify the price list group that the customer will use. See the price list group tab for more information on what the price list group is.

Option	How to use this field
Live	Ability to archive a list, if you do not wish to use the list then you simply mark it as NOT live by leaving the box unchecked.
En Primeur	If this is an EP price list you need to tick this box.
Promotional	You can have a main and a promotional price list for any price list group. Promotional prices tend to operate particular dates and will be checked first before a standard price list in the group. If you have for example Trade Special (with Promotional ticked) and Trade price lists both set upin the Trade price list group and a customer is assigned to the Trade price list group then the promotional list (Trade Special) will be used in priority over the non promotional list (Trade) providing the product is on the special list and the dates are valid.
Vat Inc Prices	We strongly recommend that you always use either VAT inclusive price lists (via the tick box) or VAT exclusive price lists. If you need to have a price list which includes VAT then use this check box but we recommend this only for ePOS sales

Price Format

This is a mandatory field that you have to set on each list, it lets the system know how to calculate the prices.

Option Name	Description
Range Price	Standard Use (used by 98% of customers) Quantity from and quantity to and use the value provided in the fields
Range % Discount	Quantity from and to and provide a discount of x% from the product standard price
Range Price Discount	Quantity from and to and provide a discount of £0.00 from the product standard price
Cost plus %	Use this one with caution. Product purchase price plus a %

Web Price Group

You can specify multiple price-lists for the web extract, which are marked as Web price lists in just the same way as we do with a normal list, and this field just aids the identification of the price list for your web developer.

Choose from

A - Web Price
B - Web Special Price

Outputs

We can generate a price list containing all the prices in the list, this will produce a PDF document containing several pages

Introductions
Contacts
Price Lists which are in Producer order and contain producer notes, region notes, product notes as well as description and pricing.

Ensure the introduction for this is loaded into the system and that the users you wish to see on the contacts are switched on in the user login table.

A PDF will be emailed to you and you only need to decide whether to

Customer Price Lists

The setup of a customer price list is nearly exactly the same as a normal price list setup with the following differences.

You can not have promotional price lists.
You have to specify a specific customer that this price list is being used for.

Witin Commerce you can open the customer-specific pricing list, this is a complete list of all the customer own price lists available with the ability to search and filter and the option to then VIEW an individual price list

A customer should only have a single price list and these price lists can be in different currencies to your base currency

A customer should only have a single price list

The price list does not have to be in your base currency

The form when opened will show a list of all the price lists that you have available on the system.

When you view a price list you will see the form below, where you can edit and change the prices, products, and pricing bands.

You have the ability to replicate customer price lists from the form, you simply have to specify the new customer that this price list will apply to.

Price List Groups

Price lists need to exist in price list groups, so we have to create groups in order that a price list can be added.

The groups are used to define which group a customer looks at for his prices, so you can have the main price list and a promotional price list available for the group, we always use the promotional price lists first and then the main price list.

You should not have more than one standard and one promotional price list per group in use at any one time, but should you do this then the system will still use it but it will take the first price it finds for the product.

In situations where you wish to split a Trade price list out into different producers or countries you could in theory have one for each producer, this will work but try to ensure the same product does not appear in multiple lists.

Price Maintenance

This form provides you with global access to all the prices on a single screen allowing you to edit the sales price for the product.

There are two options available you either maintain the prices for

Product (the standard product price)
Price List (a specifically named price list)

Once you decide what you wish to maintain select your option and search and you will see the products listed below

There is an UPDATE PRODUCT COST option on the bottom left of the form, this will update the product purchase prices to be the prices from the LAST purchase of the goods. So if you have not been maintaining those prices, this will refresh those to what you last paid for the goods.

For product price maintenance a full list of all products will appear

or if you pick a price list then you will only see those items on the price list and then you are able to update the NEW SALES PRICE field based on the information displayed on the forms

Once you have finished remembering to hit the SAVE button, do not just close the form otherwise nothing will be updated.

Remember you can always use the price list export functionality where you can output in excel and reload the price list directly back into the system.

Field Explanation

Field Name	Description
Product Code	This has to be a unique product code for the product.
Description	Description of the product (50 characters maximum) Remember do not include the vintage, pack sizes, item sizes, brand, producer as those are all within their own fields. e.g. Wine Name
SPC	Singles per case
SS	Single Size e.g. 75.00 for standard wine bottle, 1.00 for marketing material
Vintage	Vintage or the Year You can also enter NA or NV
Last Landed Price GBP	The price at which the goods were last received
Last Landed Date	The Last Date this stock was receipted
Last Ex Cellar Price GBP	The Last Price used for Back to Back or Ex Cellar Orders.
Last Ex Cellar Date	The Last Date a Batch to back or Ex Cellar Order was placed.
Product UB Cost GBP	The Current Underbond Price for the Product.
DP Sales Price	The Duty Paid Price.
Suggested DP Price @ Margin	Based on the global standard margin factor, this is the Suggested Duty Paid Price Margin.
Suggested Ex Cellar Sales Price @ Margin	Based on the global standard margin factor, this is the Suggested Price Margin for Ex Cellar Orders.
New Sales Price	Your new standard sales price for the product per case, we will work out the single and underbond pricing automatically.
Duty Per Unit	Excise duty expected for this case at this time
CCT Per Unit	Customs duty expected for this case (at this time)
RHD	From the warehouse group, this is the cost to receipt this case into the warehouse
Rent	From the warehouse group, this is the cost per case per week for storage rental charges
Freight	Based on the Country or the Region this would be the price per case for the freight, usually defined as standard pricing
Insurance	Based on the country or the region this is the proce per case for the insurance, generally this is a common value for all countries based on your goods in transit insurance divided by number of cases per annum