Price Lists
To define a new Price List, first ensure you are in the Contact module using the [Module] button in the Master Control panel. Then click the [Settings] button, also in the Master Control panel, or use the Ctrl-S (Windows) or ⌘-S (Mac OS X) keyboard shortcut. Double-click 'Price Lists' in the 'Settings' list and click [New]. When the record is complete, click the [Save] button in the Button Bar to save changes and close it using the close box, or click the close box if you don't want to save changes.
- Code
- Enter a unique code here, by which this Price List will be identified elsewhere in Standard CRM.
- Description
- Name the Price List here.
- The Description will be shown in the 'Paste Special' list that you will use when assigning Price Lists to Customers, so it should be descriptive enough to make the selection of the correct Price List easy for all users.
- Period
- Paste Special
Choose Date
- If the Price List is valid for a certain period, enter that period in these two fields. If you assign the Price List to a Customer or Customer Category, it will only be used during the period entered here. At other times, the Base Price for each Item will be used.
- You cannot change these fields once you have saved the Price List for the first time.
- You should use the Period in combination with the Replace field (below): you cannot leave the Replace field empty if you enter a Period. Please refer to the description of the Replace field for details.
- Replace
- Paste Special
Price Lists setting, Contact module
- You should use this field in combination with the Period above. It is used when you have assigned a standard Price List to a Customer or Customer Category and you want to use a temporary Price List for a certain time period.
- In the standard Price List, leave the Period and Replace fields blank. Create a new record for the temporary Price List, enter the Period for which it is valid and specify the Code of the standard Price List in the Replace field. Do not change the Customer or Customer Category. When entering Quotations, the temporary Price List will be used during the specified Period (determined by the Quotation Date) and the standard Price List will be used at all other times, both before and after this Period.
- You cannot change this field once you have saved the Price List for the first time. You cannot leave the Replace field empty if you enter a Period.
- VAT
- Choose the Exclusive option if the Prices in the Price List are to exclude VAT, and the Inclusive option if they are to include VAT. If you use an 'Inclusive' Price List in a Quotation, the Unit Price, Sum and Total figures will all include VAT, but if you use an 'Exclusive' Price List, the Unit Price and Sum figures will exclude VAT. In both cases, VAT will be calculated the VAT Code specified in the Quotation row.
- If you use 'Inclusive' Price Lists and you have Customers in the Inside EU and/or Outside EU Zones, it is recommended that you create separate Price Lists for those Customers. In most cases, these Customers should be charged prices that exclude VAT. If you use a common 'Inclusive' Price List for every Zone, VAT usually will not be deducted from the 'Inclusive' prices because it is likely that the VAT Codes that you use for the Inside EU and Outside EU Zones will be zero-rated.
Use the matrix if you would like a particular VAT Code to be used whenever the Price List is used in a Quotation.
- Row Type
- Paste Special
Choices of possible entries
- This field can contain one of two entries: "Item" or "Item Group". Use it to indicate whether the Item/Item Group immediately to the right contains or will contain an Item or an Item Group. Use 'Paste Special' to increase input speed.
- Item/Item Group
- Paste Special
Item register or Item Groups setting, Contact module
- Specify the Item or Item Group for which the VAT Code is to be used.
- If you enter an Item here, set the Row Type to "Item". If you enter an Item Group, set the Row Type to "Item Group". If you set the Row Type before entering an Item or Item Group, this will determine whether the 'Paste Special' window will list Items or Item Groups when you open it from this field.
- VAT Code
- Paste Special
VAT Codes setting, System module
Enter the VAT Code that is to be used with the Item or Item Group specified immediately to the left. If you have not specified an Item or Item Group, the VAT Code will be used with every Item.
- The VAT Code will determine the rate at which VAT will be charged whenever you use the Item or members of the Item Group in a Quotation. For each Item quoted, the default VAT Code will be chosen in this order:
- The Sales VAT Code for the Customer will be used.
- It will be taken from the appropriate row for the Item or Item Group in the Customer's Price List.
- It will be taken from the Item record itself.
- It will be taken from the Item Group to which the Item belongs.
In the cases of points 3 and 4, the correct VAT Code for the VAT Zone of the Customer will be used.
- You will be able to override the choice of VAT Code in an individual Quotation row if necessary.
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