Structure of Price Lists

FirstOffice allows you to assign different Prices to individual Items so that each Price is associated with a particular Price List. For example, many retail outlets have different prices for their retail and trade Customers, or different retail and educational prices. You might then have separate retail, trade and educational Price Lists, each of which is available to the appropriate kind of Customer. When you enter a Customer in an Invoice, the appropriate Price List will be used and so the correct prices will be selected automatically.

In planning such a price structure, follow these steps:

1. Enter the Items with their normal selling prices, using the Item register.
   

2. Define each Price List (in our example, retail, trade and educational) using the Price Lists setting.
   

3. The Items that are to appear on the Price Lists should now be attached as necessary. For each Item on each Price List, enter a record to the Prices setting with an appropriate price. In our example, for each Item three Price records should be entered, containing the retail, trade and education prices. If a Price List is specified for a Customer that you then use in an Invoice, FirstOffice searches in the Prices setting for the appropriate, and unique, record representing the particular Item for that Price List.
   

4. You can now assign a Price List to each Customer. When you enter an Invoice for a particular Customer, the specified Price List will be used automatically. If you sell an Item that is not on the appropriate Price List, the Price from the Item register will be used.

Click here for detailed descriptions of steps 2 and 3.

Price Lists

To define a new Price List, first click the [Settings] button in the Master Control panel or select 'Settings' from the File menu. Double-click 'Price Lists' in the 'Settings' list and click [New].

Code

Enter a unique code here, by which this Price List will be identified elsewhere in FirstOffice.

Description

Name the Price List here.

VAT

Choose the Exclusive option if the prices are to exclude VAT, and the Inclusive option if they are to include VAT. If you use an 'Inclusive' Price List in an Invoice, 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 using, in order of preference, the VAT Code specified for the Item or in the Account Usage S/L setting.

Prices

You can have several different Prices for each Item. Enter each Price as a separate record in the Prices setting, one record for each Price for each Item. You should do this after you have defined your Items and Price Lists.

You should ensure that there is a single, unique, Price record for each Item/Price List combination, making the use of Price Lists in Invoices extremely fast. FirstOffice will prevent you entering a Price record for an Item/Price List combination if one already exists by displaying the error message "Already Registered".

To enter a new Price record, open the Prices setting by double-clicking 'Prices' in the 'Settings' list, and then click [New]. Enter the Item Number of an existing Item, using 'Paste Special' if necessary to select from a list of Items, and press Return. The Item Name from the Item register is shown in the Comment field. Enter the required Price, specify a Price List, again using 'Paste Special', and click [Save].

When you create an Invoice in the name of a particular Customer, the Price List specified for that Customer will determine the Prices used. Prices from the appropriate Price List will be offered as a default whenever the Customer receives an Invoice.

If you specify a Sales Account in a Price record, that Account will be used in Invoices where pricing is determined by that Price (i.e. by the unique Price record for the Item/Price List combination). This Account will be used instead of any Account specified for the Item and in the Account Usage S/L setting.