Price List
For: People managing custom pricing for items or item groups
Purpose: Understand what the Price List module does and how it lets you define special pricing that overrides default item prices on sales transactions
Related: Item Master supplies the items that appear in a price list. Item Group can also be used as the basis for pricing. Price lists are applied to customers or sales documents to override default selling prices.
What This Module Does
The Price List module lets you create named price lists: collections of items (or item groups) with their custom prices. When a price list is assigned to a customer or applied to a sales document, those custom prices override the default selling prices from Item Master. You use it to:
- Set special prices for specific customers, regions, or seasons
- Manage wholesale vs retail pricing from one place
- Group multiple items (by item ID or item group) with their agreed prices under one named list
- Apply price lists automatically when creating invoices, quotes, or sales orders for a customer
Each Price List has a system-assigned code (prefix PL) and a name that must be unique within your company.
Main Features (What You Can Do)
1. Add a New Price List
- Enter a name for the price list.
- Add item lines: each line references either a specific item (from Item Master) or an item group, along with the custom price for that item/group.
- The system auto-generates a unique code with the prefix PL.
- A price list name must be unique within your company.
2. List and Search Price Lists
- View all price lists for your company, filtered by active or inactive status.
- Search by price list name.
- The list is paginated and shows each price list's code, name, and status.
3. View Price List Details
- Open a price list to see all its item lines with item names (or item group names) and their assigned prices.
- See the price list code, name, status, and creation details.
4. Update a Price List
- You can change the name of the price list and modify any of its item lines: add new items, remove existing ones, or change prices.
- The uniqueness check applies on rename.
- The price list code cannot be changed.
5. Activate or Deactivate a Price List
- You can deactivate a price list to prevent it from being applied to new transactions.
- You can reactivate it at any time.
- Deactivating a price list does not affect documents already created with it.
6. Delete a Price List
- A price list can be deleted when it is no longer needed.
- Deletion is permanent.
7. Price List for Dropdowns
- When assigning a price list to a customer or selecting one on a sales document, you choose from a dropdown of active price lists.
- The list is scoped to your company.
Summary Table (At a Glance)
| What you want to do | Where it fits in the module |
|---|---|
| Create a price list | Add price list: name + item/item-group lines with custom prices |
| View all price lists | Paginated list with active/inactive filter and name search |
| See price list details | Open price list: all item lines with prices |
| Change prices or items | Update price list: add/remove lines or change prices |
| Stop using a price list | Deactivate (existing documents unaffected) |
| Resume a price list | Reactivate at any time |
| Remove a price list | Delete (permanent) |
| Apply a price list to a customer | Assign via customer settings or on the sales document |
Important Business Rules
- Unique names: Price list names must be unique per company (case-insensitive).
- Item and item group references: Each price line references either a specific item (by item ID) or an item group. Both types can coexist in the same price list.
- Override logic: When a price list is active on a transaction, the custom price from the list overrides the item's default selling price from Item Master.
- Code is auto-generated: The PL prefix code is assigned by the system and cannot be changed.
- Deactivation is non-destructive: Deactivating a price list does not change documents already created with it.