If you negotiate bespoke prices for your products for individual companies, then Pricebooks may not be what you need as you would need to create a separate price book for every customer. There is another feature of OpenCRM which may help you here, so please also see this FAQ.
Price Books are a way of storing different price levels for Products.
You may, for example, have a tiered pricing system for your customers that you would like to implement in your Quote/Order process. Perhaps you have a Wholesale price, Reseller Price and End User Price - Price Books can help you set these price bands and then assign a Price Book to a Company so that their default prices reflect the Price Book prices.
Price Books can be found in the Products module:
To create Price Books
1. Click the New Price Book button.
2. In the Price Book page, enter the relevant details.
3. In Price Variation you can enter a default calculation to apply to any product linked to the pricebook. You could enter, for example...
- 10% - This will apply a 10% markup to any product added to this pricebook
- -10% - This will apply a 10% discount to any product added to this pricebook
- 10 - This will add a value of 10 to any product added to this pricebook
- -10 - This will deduct 10 from any product added to this pricebook
4. The Update linked products with new prices is useful for existing pricebooks. It will apply the discount/ markup entered in (3) to all products currently linked to the pricebook.
5. Click Save.
Associating Products with Price Books
You can associate Products with Price Books to create different list prices for the same Product. To associate a Product with Price Book, click to view your Price Book.
You should see a Select Product button:
• In Product List section, click the Select Product button.
• In Add Products to Price Book page, specify the List Price in any of the currency fields (the other values will be calculated automatically) and select
the products to be added to the price book by ticking the tick box to the left of the price book name.
• Click the Add to Price Book button at the top of the page to add the Products to the Price Book.
Using a Price Book in Quote/ Sales Order/ Invoice
You can select the Price Book to use for a particular Quote/ Sales Order/ Invoice if you wish to use a particular set of prices for that entity. You can also set a default Price Book per company.
To select a Price Book for a Quote/ Sales Order/ Invoice
1. Simply select the Price Book required in the Price Book field on the Quote/ Sales Order/ Invoice
2. If you have set a default Price Book on the Company, the Price Book field will be set automatically.
3. When you add Products to the entity, it will use the prices of the Products as they are in the Price Book selected.
Assigning A Default Price Book to a Company
To set a default Pricebook on a Company, set the Price Book field on the Company edit screen.
Deleting Price Books
To delete Price Books individually:
In the Price Books: Home page, select the Price Book to be deleted.
Click Delete.
In the Confirmation dialog, click OK.
To delete Price Books in bulk
In the Price books: Home page, go to the Price Books List section and select the Price Books to be deleted.
Click the Delete button.
In the Confirmation dialog, click OK.
Company Type - Price Book Link
From Settings > Configuration > Company Type Price Book Link you can link the various Company Types to a specific Price Book.
This setting will override any Price Book set on an individual Company record.
How can I import Price Books?
You are able to use the Import function to create or update one or more Price Books. The import will enable you to create a Price Book, associate existing Products with that Price Book and either set a bespoke price per Product, or specify a discount (amount or %) to be applied when the Price Book is used. Note that you cannot use the import function to remove Products from an existing Price Book.
When you go to the Price Book module you will see a link to enable you to access the Import and Export Price Book functions.
Select Import Price Book, and follow the on-screen instructions - choose the file to upload which must be in csv format, and on the next screen you can then map the relevant fields. For the large part this works in the same way as a Product Import, whereby you have the ability to map various field such as tax, description, and buy and sell prices for up to the 5 currencies that are available on your system. If your main currency is GBP, second currency is EUR, third currency is USD, then you need to map the GBP price to buy/ list price, EUR price to buy/ list price 2, USD to buy/ list price 3 etc.
The Price Book itself will only use the Product Name/ Code and Sell Price. If you are adding Products currently not already stored in OpenCRM, we would advise that you first do a Product import and then a Price Book import.
Creating or Updating a Price Book with bespoke prices for every Product
The steps below will walk you through how to map to the fields on the Import screen displayed above.
1. You need to map the Price Book External ID and Price Book Name when creating a new Pricebook. This will allow you to link any Products on the spreadsheet to the new Price Book. When performing an update import, you need to map either the Price Book External ID or Price Book CRM ID in order to update that Price Book with new prices. Once you have ticked either CRM ID or External ID, a pop-up window will appear telling you that this will update existing records. This is OK, as you will want to update the Price Book with not just the first row on your spreadsheet, but all rows which have a Product you want to add to the Price Book.
2. You need to map the Products that you wish to include in the Price Book. This can be done by using the Product Code, Product CRM ID or Product External ID. Product Name is also accepted but if you have more than one Product with the same name then it is recommended you use an ID.
3. Map the prices you want to list the Product in the Price Book at using the Product Line > List Price options
4. If required you can map a quantity to the Product, so when you sell that item via a Pricebook it will default to the quantity specified. If you do not map a quantity, it will default to 1.
5. Include a column on your spreadsheet to set the Pricebook to Active. You just need to have the value "1" in the column to make the Pricebook active on import. If you do not map this, all you need to do is go into and edit the Pricebook after it has been created and tick the Active box.
6. You can map other fields, as explained above.
7. You can then import to the Pricebook.
Updating Product prices to new Price Book prices when Price Book is changed
There is an Additional Setting which - when turned on - will adjust the figures on the product grid accordingly to the configuration set up on the pricebook. This works if the Price Book field is edited manually, or via a Jotform submission, or using Workflow. Please note this will not work for any updates made using the Bulk Update tool.
Settings > Additional Settings > Pricebooks > Update product prices to new pricebook prices when pricebook is changed
Workflow
You can trigger the PriceBook using Workflow. To do this, you need to have access to Workflow, head to Settings > Workflow > Workflow Rules. From here, you would create your workflow and ensure that the Pricebook field is set.
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