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Controlling Prices in Orders

There are several methods that you can use to control prices in Orders:
  • To prevent all changes to the Unit Price, % and Sum fields in every Quotation, Order and Invoice row, assign users an Access Group in which you have denied access to the 'Change Unit Prices' Action (i.e. in which you have set the access level to "None").

  • If you need to prevent users from changing the Price List in a Quotation, Order or Invoice, assign them an Access Group in which you have denied access to the 'Change Prices' Action.

  • You can prevent users from entering a price (i.e. a unit price less discount) that is below a specified minimum in any Quotation, Order or Invoice. To do this, specify a Minimum Price List in each user's Person record. If it is necessary to sell an Item at a price that is below the minimum, a manager can confirm the price using the 'Manager's Discount Override' function on the Row menu.

  • If you need to prevent users from changing the Cost Price in Order rows, you can do so using Access Groups, by denying access to the 'Changeing Cost on Sales Order Rows' Action.

  • If you would like to hide the Cost Price, Cost B2, GP, FIFO and Row FIFO fields in each Quotation, Order and Invoice row and the GP % and Total GP fields in the footer of each record, use Access Groups to deny access to the 'View Item's Cost Price' Action.

  • If you are using the Disallow Negative Row Sums on Sales option in the Account Usage S/L setting in the Sales Ledger, you will not be able to mark an Order or Invoice as OK and save it or save a Quotation if the Sum in any row is negative.

  • Similarly, if you are using the Disallow Negative Totals on Sales option, also in the Account Usage S/L setting, you will not be able to mark an Order or Invoice as OK and save it or save a Quotation if the TOTAL is negative.

  • You can have a responsible Person or Persons notified every time a sales person attempts to mark as OK and save a Sales Invoice or save a Quotation or Sales Order in which there is at least one Item with a gross profit that is lower than a specified percentage. The notification will be by Mail and Activity. Specify the percentage in the GP below minimum Alerts setting in the Business Alerts module, and specify the responsible Person or Persons in each Location record. To prevent the saving of any Invoice, Order or Quotation that would trigger such a notification, assign each sales person an Access Group in which you have granted Full access to the 'Disallow Selling Below Minimum GP' Action. Please refer to the description of the GP below minimum Alerts setting for more details.
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The Sales Order register in Standard ERP:

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