Pricing Configuration

Acctivate offers flexible pricing mechanisms which can be used to accommodate a variety of pricing structure needs. There are three pricing mechanisms available that can be used independently or in conjunction with each other:

Below you will find information on how a price is selected when multiple price rules are in place as well as how to configure pricing options.

Sales Price Selection

When a sales quote or order is entered into the system, Acctivate goes through the following hierarchy to provide the best price for the item selected. This logical process moves through four different stages to see if the proper price can be set.

Customer Contract Price
- The first level of pricing that will be applied to your order is a customer contract. Customer contracts are defined on the Prices tab (use the Contracts side tab) of the Edit Customer Window.
- If the customer that is placing the order has a contract with you that includes the product you have entered into the order, then this will be the price given to them for this order. Contracts are the first and highest level of pricing that are searched for when an order is taken.
Customer Specific Price and Price Categories
- If no contract exists for your customer for the product on the order, then the next level of pricing that will be searched for is a customer specific price. This is a price set for the customer on the Prices tab of the Edit Customer window.
- There are two types of customer specific prices available (in the following sequence):
  - Specific price for a Product - either a price amount or a price code (i.e., price level) for a specific product.
  - Specific pricing for a category of products (i.e., Price Category)
Customer Default Price Code
- The next level of pricing is the default price code set for the customer. This is only used if there is no contract and also no customer specific price set for the product.
- A customer can be assigned a default price code on the Prices tab of the Edit Customer window. When an order is placed, Acctivate will search the line item for a corresponding price on the product. Some common examples of customer Price Codes are Dealers, Vendors and VIP Customers.
- If a customer has a default price code and the product has a price for that code, then that price is used.
- If product price code and price category are available on the same item, the product price code is used.
- If only a price category exists for this default price code and is assigned to the product, the price category price is used.
Product List Price
- Finally, the List Price from the Prices tab of the Edit Product window is selected for the product.
- If none of the previous criteria are met, the list price will be used unless the "Default to List Price if no other price is applicable" option is disabled in the Configuration Manager. If disabled, the sales price will default to zero.

Note

Unless a sales order line's price has been overridden, resulting in the "-" price code for the line, changes to the product or ordered quantity can trigger a recalculation of the price.

Price Codes

Price Codes are created in the Price Code section of the Configuration Manager. Once created, the Price Codes can be assigned a price or price formula on the Prices tab of the Edit Product window or the Products tab of the Price Code Maintenance window.

If you are using Price Categories, the Price Code's definition for a Price Category is assigned on the Products tab of the Price Code Maintenance window.

Price Categories

Price categories allow you to create and manage a price structure on a group of products versus one product at a time. This feature enables users to create a pricing rule that applies to a group of products. If you have a "tiered" pricing structure that is a percentage off of list, then Price Categories make it easier to manage. For example, assume your products will have the follow price codes and definitions:

"D" Price Code = List Price - 10%
"S" Price Code = List Price - 15%
"V" Price Code = List Price - 20%

Rather than set these three price codes up for every product and manage them per product, you can create a single Price Category that includes these three rules. Then, that Price Category can be assigned to each product. If a change in the pricing structure changes, you only need to make the change for the Price Category in one location (Price Code Maintenance window) and the changes will be propagated to all the products assigned the Price Category.

To create a new Price Category, perform the following steps:

Open the Edit Product window.
Lookup and select a product that the price category will apply to and click Edit.
Click on the Prices tab.
In the Price Category field, type in the name of the Price Category you want to create.
Click Save.

This is the first to create a Price Category. You can now select that Price Category in the Edit Product window for other products. You can also update products to use that Price Category by using the Product Import.

Next, you must use the Categories tab of the Price Code Maintenance window to assign price codes to the Price Category and define the pricing rules.

Using the top menu of Acctivate, navigate to Inventory → Price Code Maintenance to open the Maintain Price Codes window.
Select the Price Code you want to assign to the Price Category.
In the grid, select a Price Category you've created and fill out the definitions for that Price Category. See the Price Code Maintenance section for field definitions.

Pricing by Different Units

Acctivate has a variety of options that allow you to sell in one unit and price in a different unit. These options also include length and weight. The table below can help you decide which pricing structure(s) applies to your business:

Sold by	Priced by	Recommendation	Notes
Unit	Unit	Standard Unit Pricing	Selling by one unit and price by the same or another unit.
Piece	Standard Weight/Length	Standard Weight/Length Pricing	Each piece has the same, standard weight/length.
Piece	Variable Weight/Length	Variable Weight/Length Pricing	Sell by piece, price by a variable weight/length.

Standard Unit Pricing
With standard unit pricing, there are no additional conversions needed for an item that is stocked by one unit and sold by another unit that has a defined relationship with the stocking unit, whether a standard relationship or a Product Specific Relationship. For example, you may have a Standard relationship between "Ea" and "Dz" (12 eaches in a dozen). The product can be stocked by the Ea, but sold and priced by the Dz. Or stocked by "Ea", sold by a "Dz" and priced by the "Ea".

First, setup a Standard or Product Specific Unit of Measure relationship.
Next, open the Edit Product window and define the price and price unit on the Prices tab of the Edit Product. If the relationship is a "Product Specific" relationship, you must use the View Alternates button in the unit of measure section of the Edit Product window to define the relationship.

Standard Weight/Length Pricing
This applies to products that are stocked by a piece unit (e.g., Ea or Cs) with a standard weight per piece (e.g. 10 Lb/ea). Sales orders can be entered with the quantity in pieces, but prices are calculated using the unit weight. This same configuration and relationship can be done by length rather than weight.

First, you must setup a new Unit of Measure to represent the weight or length (e.g. Lb).
Once you've created your unit, you must create either a "Weight" or "Length" relationship between the Stocking unit and Price Unit. In the Unit of Measure section of the Configuration Manager, click on the stocking unit and create a new relationship. The Relationship type must be either Weight or Length. Set the stocking unit equal to 1 unit of the weight unit. (we will define the weight/length per product). Save and close the Configuration Manager.
Open the Edit Product window. On the Prices tab, enter the price and select your weight or length unit.
On the Specs tab of the Edit Product window, enter in the weight/length for a single stocking unit.

Variable Weight/Length Pricing (Including Catch Weights)
This is very similar to Standard Weight Pricing, but the weight varies per piece. Sales orders are still entered with the quantity in pieces and priced by the unit weight. However, the weight may be adjusted per sales order.

Follow the exact same steps as the Standard Weight/Length Pricing, but on the Specs tab of the Edit Product window, check the Variable checkbox next to the weight/length field. This will allow you to adjust the Weight or Length at the Sales Order line level to affect the order line amount.

Like Variable Weight/Length Pricing, Catch Weight Pricing allows you stock and track inventory by a piece unit (e.g. Ea or Cs) but capture the weight of each unit sold. The configuration is the same as Variable Weight/Length Pricing, but the product must have a Control Type of either Serial Numbered, Lot Numbered or Numbered When Invoiced. When selling a Product, you would enter the weight in the Lot/Serial selection window.

Price Code Maintenance

The Price Code Maintenance window is used to assign a price or price formula to Price Categories. You can also use the Products tab in this window to view and maintain Price Codes assigned to products. This tab shows the same information as found on the Prices Tab of the Edit Product window.

Categories Tab

The Categories tab is used to manage Price Categories and has the following fields:

Field	Field Type/ Length	Definition
Price Category	List	The Price Category this price rule applies to.
Type	List	The Price Type is the type of calculation used for the Price Code in the Price Category: Price: When selected, the number in the Price field is the price that will be used for the Price Code price List Price - Percent: When selected, the number in the Price field is the percentage that will be subtracted from the List Price in order to come up with a Price Code price. List Price - Amount: When selected, the number in the Price field is the dollar amount that will be subtracted from the List Price in order to come up with a Price Code price. Mgmt Cost + Percent: When selected, the number in the Price field is the percentage that will be added to the Mgmt Cost in order to come up with a Price Code price. Mgmt Cost is defined per warehouse. Mgmt Cost + Amount: When selected, the number in the Price field is the dollar amount that will be added to the Mgmt Cost in order to come up with a Price Code price. Mgmt Cost is defined per warehouse. Last Cost + Percent: When selected, the number in the Price field is the percentage that will be added to the Last Cost in order to come up with a Price Code price. Last Cost is tracked per warehouse. Last Cost + Amount: When selected, the number in the Price field is the dollar amount that will be added to the Last Cost in order to come up with a Price Code price. Last Cost is tracked per warehouse. Average Cost + Percent: When selected, the number in the Price field is the percentage that will be added to the Average Cost in order to come up with a Price Code price. Average Cost is tracked per warehouse. Average Cost + Amount: When selected, the number in the Price field is the dollar amount that will be added to the Average Cost in order to come up with a Price Code price. Average Cost is tracked per warehouse.
Currency	List	If multi-currency is enabled in QuickBooks, Acctivate will display the currency codes available.
Price / Pct	Numeric	The Price or Percentage to be used to calculate the Price Code's price in this Price Category. Depends on the Price Type selected.
Unit	List	The Price Code's unit. Can not be set for percentage based price rules, instead the product's stocking unit will be used by default. When selecting a price based price rule, it will display all available units for products in the Price Category. The price will apply to all products in that Price Category. However, you can add the price category multiple times and select a different unit for each row if you wish to specify the price per unit of measure.
Effective	Date	The Effective date is the earliest date in which this price code will be eligible for use. Based on the order date.
Expiration	Date	The Expiration date is the latest date in which this price code will be eligible for use. Based on the order date.
Low Qty	Numeric	Customers who are eligible for this price code will automatically receive this price if the ordered quantity meets or exceeds the Low Qty (based on the Price Unit).
Hi Qty	Numeric	Customers who are eligible for this price code will automatically receive this price if the ordered quantity is greater than the Low Qty and does not exceed this High Qty. If the High Qty is blank then it's interpreted as no max quantity.
Note	Text	An internal note explaining the price code.

Products Tab

The Products tab provides the same field information and functionality as the Prices tab of the Edit Product window.

Field	Field Type/ Length	Definition
Product ID	Lookup	The Product ID this price rule applies to.
Type	List	The Price Type is the type of calculation used for the Price Code for this product: Price: When selected, the number in the Price field is the price that will be used for the Price Code price List Price - Percent: When selected, the number in the Price field is the percentage that will be subtracted from the List Price in order to come up with a Price Code price. List Price - Amount: When selected, the number in the Price field is the dollar amount that will be subtracted from the List Price in order to come up with a Price Code price. Mgmt Cost + Percent: When selected, the number in the Price field is the percentage that will be added to the Mgmt Cost in order to come up with a Price Code price. Mgmt Cost is defined per warehouse. Mgmt Cost + Amount: When selected, the number in the Price field is the dollar amount that will be added to the Mgmt Cost in order to come up with a Price Code price. Mgmt Cost is defined per warehouse. Last Cost + Percent: When selected, the number in the Price field is the percentage that will be added to the Last Cost in order to come up with a Price Code price. Last Cost is tracked per warehouse. Last Cost + Amount: When selected, the number in the Price field is the dollar amount that will be added to the Last Cost in order to come up with a Price Code price. Last Cost is tracked per warehouse. Average Cost + Percent: When selected, the number in the Price field is the percentage that will be added to the Average Cost in order to come up with a Price Code price. Average Cost is tracked per warehouse. Average Cost + Amount: When selected, the number in the Price field is the dollar amount that will be added to the Average Cost in order to come up with a Price Code price. Average Cost is tracked per warehouse.
Currency	List	If multi-currency is enabled in QuickBooks, Acctivate will display the currency codes available.
Price / Pct	Numeric	The Price or Percentage to be used to calculate the Price Code's price in this Price Category. Depends on the Price Type selected.
Unit	List	The Price Code's unit. Can not be set for percentage based price rules. When selecting a price based price rule, it will display all available units for products in the Price Category. The price will apply to all products in that Price Category. However, you can add the price category multiple times and select a different unit for each row if you wish to specify the price per unit of measure.
Effective	Date	The Effective date is the earliest date in which this price code will be eligible for use. Based on the order date.
Expiration	Date	The Expiration date is the latest date in which this price code will be eligible for use. Based on the order date.
Low Qty	Numeric	Customers who are eligible for this price code will automatically receive this price if the ordered quantity meets or exceeds the Low Qty (based on the Price Unit).
Hi Qty	Numeric	Customers who are eligible for this price code will automatically receive this price if the ordered quantity is greater than the Low Qty and does not exceed this High Qty. If the High Qty is blank, then it's interpreted as no max quantity.
Note	Text	An internal note explaining the price code.