Updating prices in a price list changes the customer-specific prices of the products linked to it. You can set a price for an individual product or calculate prices for multiple products as a percentage of the prices in the product register.
Make the changes in the browser version. Field service management must be enabled for your account, and you need permission to view and edit the price list in question. View permission alone is not enough to save prices.
Open the price list and check the base prices
In the navigation, open Customers → Price Lists, click the price list name and open the Products tab.
The table's Price-list based price is the product price saved in this price list. Buy price and Sell price are the prices in the product register that the percentage update uses as base values. Here, buy price means the buy price saved in the product register, not the price of a warehouse purchase batch or the average buy price. Changing the price list price does not change the buy or sell price in the product register.
If a product is missing from the price list, add it using Link products at the top of the tab. Creating a price list, linking it and setting its validity are explained in How do I create a price list and link customers to it?
Change the price of an individual product
- Double-click the product's Price-list based price cell.
- Enter the new price. The price cannot be empty or negative; zero is allowed.
- Finish editing the cell, for example by clicking outside it. The change is immediately submitted for saving as a separate price change.
- Check the success notification. Reopen the price list and verify the saved price.
A cell change does not wait for the price list form's Save button. Closing the form therefore does not undo a cell change that has already been saved successfully. If saving fails, the cell is marked as invalid and you receive an error message; in that case, the new value displayed in the cell alone does not indicate that it was saved successfully.
Calculate prices using a percentage
A percentage update replaces the price list price with the new calculation result. The base value is the buy or sell price in the product register, not the previous price list price. Repeating the same update therefore does not increase or decrease the previous price list price again if the base price in the product register stays the same.
- If you are updating only some products, select the checkboxes on their rows.
- Select Update price-list based prices for products above the table.
- Select the calculation method in the Pricing Options field. The default is Profit-based margin, and the default value in the Margin field is 50%. Check both before updating.
- Depending on your selection, enter the Margin or Discount as a percentage. The allowed range is 0–100.
- Check the Selected items count in the window. Select Update Selected for the checked products or Update All for the entire price list.
Update Selected requires at least one checked row. Simply clicking a row is not the same as selecting its checkbox. Update All processes all product rows in the price list, not just the visible page or the products matching the table's search criteria.
| Calculation method | Calculation of the new price list price | Example: buy price €80, sell price €120, percentage 25 |
|---|---|---|
| Profit-based margin | Buy price × (1 + percentage / 100) | €100.00 |
| Selling-price based margin | Sell price × (1 + percentage / 100) | €150.00 |
| Selling-price based discount | Sell price × (1 − percentage / 100) | €90.00 |
Despite its name, Profit-based margin means a percentage increase on the buy price, not a profit margin calculated from the final sell price. In the example price of €100, €20 is added to the buy price, which is 25% of the buy price but 20% of the final price.
A zero-percent update sets the price list price to the base price for the selected calculation method; it does not preserve the old price list price. A missing base price is treated as zero, so the price list price calculated from it is also zero. A hundred-percent discount saves a zero price. The price list price is saved to two decimal places.
The update saves the result calculated at the time of the update. It does not set a continuous percentage rule that would automatically update the price list price when the price in the product register changes later.
Verify the result of the background update
The percentage update starts in the background, and the price list window closes once the request succeeds. The background job notification confirms receipt of the request, not completion of all rows. Products are saved row by row: an error on an individual row does not undo successful changes to other rows. If a product can no longer be found, its row is skipped.
Wait for processing, reopen the price list and compare the prices on the Products tab with the results calculated using the selected formula. Check all intended rows, on different table pages if necessary. Allow for prices being saved to two decimal places. If the prices do not match your expectations, check the calculation method, base prices and row selection before running another update. If the discrepancy remains after waiting and reopening the price list, investigate it with an administrator.
Check the price list history
Open the price list's History tab. It includes changes to the price list's basic information, as well as additions, changes and removals of product and customer links to the price list. The history is therefore more than just a list of price changes.
Find the product change by its name and the time of the change. For a price change, Old Price and New Price show the saved values. For changes to the price list itself, you can also check changes to its status and validity dates. If necessary, use the filters below the table's column headings to filter by event, target type, name or time.
The history helps you check changes that have taken place, but it is not a completion report for the background job. If the calculated price is the same as the previous price, the background update does not save a new price change for that row. Therefore, also check the final result on the Products tab.
What does a price change affect?
Saving a price list price and using it for customer pricing are separate things. Using it requires the correct customer or contract link and an active, valid price list. The status of the contract also affects a price list used through that contract.
When calculating sell prices for offers, tasks and service requests in the browser version, the use of a price list also depends on the Sales Price Calculation Waterfall setting and the position of the Customer-Specific Price rule: the first rule that returns a price greater than zero determines the price. A zero price saved in the price list therefore does not make the product free through this calculation; instead, the calculation continues to the next rule. Check the price used by the job or offer separately. More detailed rules for links, price list priority and validity are provided in the instructions for creating a price list.
Changing prices in a price list and changing an invoice that has already been generated are separate things. This update does not change the prices on the contract's billing lines or the lines of an invoice that has already been generated. Check the contract's billing lines and any price guarantee separately; see contract billing and price changes.
Remove a product's price list link if necessary
If you want to stop pricing a product through this price list, use the trash icon at the right end of the product's row on the Products tab and confirm the removal. This removes the product's link and its price from this price list, not the product from the product register. It is different from setting the price to zero. After removal, check that the row has disappeared and check the price used for customer pricing: the calculation may use another price list or another pricing rule.