A detailed look at the fields and dependencies in the Price Book records, how to create a new Price Book record & editing existing Price Book records.
Pricing Policies only available in the Standard
and Enterprise
versions of Solarvista. If you are using Lite
, please skip to Actions or return to Setting Up Data.
The “Price Book” records holds information about specific & definitive pricing to supersede any pricing calculated by the Pricing Policies. It is necessary to therefore use Pricing Policies to be able to use a Price Book alongside it. Price Book records also have validity dates to control when the price should be applied. A Price Book record needs to exist for each “special” price required.
Where Price Book Records are Used
The following files refer to Price Book records so if you plan to use any of these, setting up the records in this file will be important or even critical:
None.
Pre-requisite Files for Price Book Records
When setting up Price Book records, it is recommended to review the other data files that may need to be referred to by each record. These are the files that you may need to setup in advance:
- Pricing Policies
- Products
Field Descriptions for Price Book Records
The ID section holds the unique ID for the record:
Reference - holds the unique ID for the record (most records in Solarvista have one of these). It cannot contain any spaces or non-standard characters. Once the record is saved, it is not possible to edit it afterwards. In most default situations, the Reference is automatically set using a counter sequence, however, you can setup your own if you prefer.
The Applicability section holds detail of where the Price Book should be used:
Pricing Policies – a list of the Pricing Policies where the Price Book record should apply. At least one of these is required.
Product – the product that is to be priced as part of this Price Book.
The Pricing section holds the pricing calculations:
Sale Price – the price that should be used for any billing applicable.
Currency – the currency that the Sale Price is denominated in.
Price Includes Tax – if checked, denotes that the Sale Price includes any taxes applicable. The Tax Rate will be selected from the Product file.
The Validity section holds optional dates for validity of the Price Book:
Valid From – the date from which the Price Book should be valid. If not populated, the validity is assumed, subject to the Valid Until field.
Valid Until – the date until which the Price Book should be valid. If not populated, the validity is assumed, subject to the Valid From field.
The Other section holds miscellaneous additional information:
Memo – a free text field that can be used for any purpose.
Code – used to hold an optional alternative ID code. This may be applicable in situations where information is being transferred to other systems via Connectors and the code here is used to identify the record to the other system.
Status – defines whether the record is visible or not. If set to “Enabled” they will appear but if set to “Disabled” they will not appear.
Creating a New Price Book Record
To create a new Price Book record:
- Click on the “Plus” button.
A menu will appear. - Within the “Data Sources” section, find “Price Book”.
- Click on “Price Book”.
- A new “empty” Service Level record will appear.
- Populate all fields as you require.
- Click on the “Create” button.
- You may need to refresh the page to see the new record in a view.
Editing a Price Book Record
To edit a Price Book record:
- From the main menu, select Price Book.
The default view for Price Book will open. - Click on the Quick Filter button.
- Enter criteria for the Price Book record you are looking for and click Apply button.
- The view will update. Find the record you are wanting to edit.
- Click anywhere on the row that shows the record. The record will open.
- You can edit any field that allows editing (some could be set to read only).
- Click on “Save” button to save changes.
Deleting a Price Book Record
To delete a Price Book record.
- From the main menu, select Price Book. The default view for Price Book will open.
- Click on the Quick Filter button.
- Enter criteria for the Price Book record you are looking for and click Apply button.
- The view will update. Find the record you are wanting to delete.
- On the left side of the view is a column containing checkboxes.
- Check the box of the record you want to delete.
- Click the “Delete” button on the top right.
A slide in dialog will appear prompting you to confirm the delete, by typing in the word “DELETE” again. - To confirm, click the “Delete” button and the record (or records will be deleted).
Note: You can delete Pricing Policy records referred to only by other Data Sources however this will leave those records without an associated to a valid Price Book record. If this happens by accident, you can manually recreate the record ensuring the Reference is identical. You can also change the status of the record to prevent it appearing on screen in future whilst maintaining historical integrity.
Customising or Adding New Fields
Solarvista™ is built upon a uniquely flexible platform that allows you to edit fields (or remove them in some cases) as well as add your own fields. These new fields (or edited characteristics of existing fields) automatically become available within the web portal and the mobile apps. For more information, refer to the Customising section.
Importing Price Book Data in Bulk using Import Tool
If you have a lot of Price Book information to enter, you may prefer to upload this using the Import Tool that’s built into Solarvista. The Import Tool enables Price Book records to be created from “CSV” text files. CSV files can be created from a wide range of popular applications including Microsoft Excel. For more information on importing data into Solarvista, please refer to the article here.