Editing an Existing Price List

Let's begin with editing an existing price list.   

Firstly let's look at how you set up your viewing preferences to easily identify the price lists you want to work on.  

Locating Price Lists

To do that you navigate to Price Setting > Price Lists and you're presented with a list of all the price lists you're able to view.  

Now to find the price lists you want to work on, you need to see only a few of the dozens of fields available, so you head over to the settings and choose, Select Fields to Display from the menu.  

Selecting Fields to Display

Now you can choose from all the available fields, so let's begin by clearing the entire selection and then work your way adding those fields you want to see.  

Depending on the information you have to search by, you might want to add the ID, the Name and for more info the Previous Price List.  

Then because you're going to be making changes to a price list you add Status, so that when you make changes and refresh you can see when the status changes to ready.  

Then you might want to see the Number of Items, or products, any Warnings and then the Target and Expiry dates, and finally the Workflow Status.  

These fields help you easily select the price list that you might want to amend.  

 So let's do that and apply.  

Save as a New Preference

Once you have the view the way you want it, but if we hit refresh it's going to change back to the default viewing preference, so you want to head back to the Settings button and Save this layout as a New Preference. 

Now you can give it a name, let's call it PL Editing, and if you want to always have this view up you could save this as a default preference for yourself, or you could leave it blank and then select the view only when you're editing price lists. You could also tick the box to make this visible to everyone, but here you going to leave that unticked so that the viewing preference is private and only available to yourself.  

Click on Apply and now the view is saved. If refresh the browser you see that the default view returns, but if you want to see your saved view at any time you head over to settings and select the viewing preference you just saved.  

You can create multiple viewing preferences for the different tasks you undertake in the system.  

Filtering Options

Now you want to filter to locate the price list to edit.  You tend to use the Workflow status as a starting point here. If the price list that you're trying to change has already been Approved or if No approval is required, you can only amend the price list once you've revoked it. But remember, if you revoke the price list it will no longer be live and can not be used for quoting etc. Until you've amended and submitted it and it's been approved again.  

Withdrawing a Price List

If it's already been submitted and is in the workflow approval process, you'll need to withdraw it before you can make changes.  

If the price list has been withdrawn, is in Draft, or has been denied, you can make changes as required and leave its status unchanged or submit it into the approval workflow once you're ready.  

So let's filter on Workflow Status and locate a withdrawn price list. Here you have one that was withdrawn to add more products.  

Adding Products

To do this you simply select the price list and click on the Add Products option and you're presented with the product picker.

Here you can select the additional products you want to add or you can use the Text Input option and paste in the product IDs of the Products you want to add.

Stay in the Product Picker and select all the products on the first page here and confirm the selection by Adding the Products.  

The price list now enters back into the calculation, updating the price list based on the previously set calculation logic for this list. 

You can see that it is in Pending Status, so you give it a few minutes to calculate and then we Refresh to see if it's ready.   

When you Refresh you will see that the view has defaulted back to your saved preference and the filter you've applied to see Withdrawn items is removed.  

So you can now re-apply it and you'll find your pricelist.

If you wanted to you could also click on Settings and Save Changes to This Preference, so that your filters will always apply.  

Now you have the price list in a Ready status you can click on Summary to view the results.  

Here you can now change the summary view, by updating the Group By and the Results Fields. You can select any criteria to display your records the way you want them. For example, let's group by Currency and change the Results Fields to Final Price and Previous Margin, then Refresh.

This view allows you to see if the records have some issues. So you may need to look at the Product Data to see what's going on.  

Let's navigate back to the price list and click on it to see more details.  

Here you can now see the products that are contained within this price list:

You can see as you scroll to the right that there are errors for the products, maybe because of some missing data within the pricing logic. For the warning flag in red, when you hover over that it presents you with a message to guide you on what’s going on. This is Demo data, so it contains these errors to highlight issues that you might come across, but your data is hopefully much cleaner.  

Scroll to the right so you can see the system has a number of additional warnings, some of which might require technical assistance, some of them, simply highlight when parameters are not met.  

OK, so that's how you add new products to an existing price list and recalculate it to see if there is any missing information to pay attention. Then, you may want to carry on working on the price list data in the background if you found errors, but if your price list was correct you could now assign it to a customer.  

Assigning a Price List to Customers

To do this you simply select the list and click on Assign to Customer. And you're presented with a list of customers already assigned, or a blank list if it hasn't yet been done.  

To add this price list to additional customers you simply click Add (top right corner) and you're presented with a drop-down list of all your customers and can locate them and add them.  

Then you have the option to add a priority. This priority will allow the system to determine how important this price list is if the customer has one or more price lists assigned to them that contain the same product. The lower the number, the higher the priority.   

You might have groups of customers that should have this as Priority 1 and some that should have the list as Priority 2 or higher. You can select and group them accordingly.  

Once you do that you'll see the list of customers appear and you can now select and edit them if you needed to remove one or more customers, or if you want to amend the priority of this price list.  

Close that and you're done.   

Assigning price lists to customers can be done whenever a price list is in the Ready Status, whether it has been approved yet or not.  

Copy Vs Revision of a Price List

OK, so let's talk about the Copy vs Revision options that you see on the options menu.  

If you want to create a brand new price list that contains the same calculation logic but wants to add new products, then, you use the Copy option. If you hit the Copy button you can see that you're presented with the Product Picker again and can now select the products you want to add to this new list.   

If you select some products and click on Continue to Parameters button, you can see the original parameters remain in place and you can choose to update them or leave them as they are. Leave them as they are, and just add the letter “a” to the end of the name to distinguish this from the previous price list.

You need to complete a few mandatory fields, such as the Target Dates and Result Price and then you can click on Create Price List button.  

Now if you clear the Workflow Status Filter and search for the Price List you can see a brand new Price List and can edit it, assign it to a customer or submit it for approval. Remember to click on the Refresh button to update the status.  

However, If you have an existing price list that needs amending or is close to its expiry date you might want to create a revised price list with all the same settings and products. To do this use the Revision option.  

If you select the price list that you want to begin with and click on Revision, you can see that now not presented with the Product Picker. All the original products are automatically added. You can now change the parameters, like the Target Date and you'll notice that the Result Price is already populated from the previous list and so you can simply Create a New Price List Revision.  

And now you can see on the screen that you have both lists ending with “a” which is the copy and list “b” which is the revision.  

List “b” now also has additional information in the Previous Price List column, indicating which price list was used to create this revision.  

You can now submit the new price list for approval and it will then take effect on the target date. If you click on Assign to Customers, you can see that even the customer details and priorities have been copied.  

Now you might also want to make mass edits to price lists, for instance, if you want to increase the price across all products by a percentage, or if you wanted to perhaps mass delete all products and import a new list. This functionality is available within the price list itself.  

So let's click on a price list to open it and now you can see the Mass Edit and Mass Delete options available.  

These options apply to your entire product set and cannot be reverted back once applied, so it might be worth making a copy or revision of a price list to work on before committing the changes.   

Let's start with Mass Edit. If you click on this it shows you a warning note that states: Although some results fields are listed here, they may not be editable for every item. For those items, the change will be ignored. 

Go ahead and select the attribute or column that you wish to change, here you'll select Result Price:

Select the change you want to make, and here you can see a number of options, from Set value to (=), if you want to specify a value, adding to Previous value (+) if you wanted to add say .10c to each product result price, subtract from Previous value (-) if you want to lower the price by a certain amount and lastly multiply Previous value (*) if you wanted to increase the price by a multiple. 

Once you select the change you then add the value, so here you've selected Multiply previous value (*) as the change, and you'll multiply by 1.1 for a 10% increase in the overall result price.  

Once you've done that you can add additional attributes to change or select the Edit button and the price list is submitted for recalculation.  

If you want to Mass Delete the products you simply click on Mass Delete and a warning appears asking to confirm the deletion.  

If you select Yes to delete the items and click Delete, all products will be removed from this list and you'll have to add new ones.  

Mass updates and Mass Deletions are not available in approved price lists and these will need to be revoked before any changes are made to them. They will then need to be resubmitted and approved before the changes can be applied.  

However, you can make a copy or create a revision of an approved price list to make amendments there before submitting that and once it's approved you can revoke the outdated option.   

So that's how you edit an existing price list, whether it's approved, withdrawn, or still in preparation.  

For more information on creating new price lists and information on the different settings within a price list, visit our knowledge base for more information.