A price change is a document that sets new sale prices for chosen items in one price group. When you save it, the items get the new prices at once. The document keeps the old and the new price of each item, so you can print it as a protocol later. It does not change the stock, the payments or the prices in saved documents. Price Change is part of the paid Advanced Operations module.
To change many prices without a document, use Change prices (Edit → Administration → Change Prices…). For a lower price that ends on a date, use a Promotion.
Open the Price Change window
Go to Operations → Management → Price Change. The window opens with an empty row. Without a license the program shows a warning: you can fill in the window, but not save it.
Fill in the header
In each field type a name or a date and press Enter, or open the list or the calendar with F4, a double-click in the field or the … button.
| Field | What it does |
|---|---|
| Location | Choosing a location sets Price group: to the price group of the location. With Location price it is the location whose prices change. With the other price groups the price of the item changes for all locations. |
| User | The user responsible for the document. The logged-in user is filled in. Changing it requires the Edit User permission (Operations), which operators do not have by default. |
| Date | The date of the document. Today is filled in. Changing it requires the Edit Date permission. The date does not delay the change: the prices change when you save. |
| Price group: | The price that changes: Wholesale price, Retail price, Price group 1 to 8 or Location price. |
If you change Price group: after you entered rows, the program asks “The price group was changed! Do you want to refresh the new prices according to that price group?”. Yes replaces the new prices with the current prices of the other price group. No keeps the prices you entered. In both cases the column headers and the old prices follow the selected price group.
Add the items
- In the Item column type the item name, code or barcode and press Enter, or press F4 to choose from the list.
- In the column of the new price enter the price and press Enter to go to the next row.
- To delete the current row press Ctrl+Delete.
Each item can be on one row only. A second row with the same item brings “Item … was already added to this price change!”. There is no quantity column.
| Column | Meaning |
|---|---|
| Old and the price group, for example Old Retail price | The current price of the item for Price group:. You cannot type in it. When you save, the program reads this price again from the database and keeps it as the old price of the row. |
| New and the price group, for example New Retail price | The price after the change. It starts with the current price of the item for Price group:, also when the item is in a promotion. Green means higher than the current price, red means lower. |
| Purchase price | For information. Hidden from users who may not see purchase prices. |
Save the price change
- Press F9 or click Save. The program asks “Do you want to save the operation?”. OK saves the document and changes the prices, Save draft keeps it as a draft and Cancel returns to the window.
- If printing is available, the program asks “Do you want to print a price change protocol?”. Yes opens the print preview. Don’t ask me again remembers the answer. The question depends on Print documents: in Tools → Settings… → Printing (Ask, Always, Never or Ask per document type).
The window is then cleared for the next price change. The protocol lists the price group and the old and new price of each item. The old price is the price that the item had in the database when you saved, also if another workstation changed it after you added the row (see Reprint Price Change).
Which prices change
| Where | Result |
|---|---|
| Item prices | The price of the item for Price group: becomes the new price, as soon as you save. You see it in the item. |
| Location price | With Location price, the item’s price for the location in Location (in Location settings of the item) becomes the new price. The other prices do not change. |
| Documents you make after saving | They take the new price. A partner price or a location price of the item comes first, and an active promotion for the price group comes before all of them. A promotion for Location price works only in its own location. |
| Saved documents | No change. Their rows keep their prices. |
| Stock, payments | No change. |
| History | Reports → Items → Items Prices History… shows each changed price with the number of the price change. A change of Location price is not listed there. |
A draft does not change any price. When you save the draft as a price change, all its rows change the prices, and the old price of each row is the price of the item at that moment. To continue a draft, select it in Reports → Drafts… and use Actions → Edit: the window shows “Edit price change draft”.
Create from other documents
To change the prices of many items, select them in Edit → Items… or in a report with items and use Actions → Transform Selected Items, then choose Price Change. Operations → Transform Document… (Ctrl+T) turns saved documents into a price change, and a saved price change into another document. The rows of the same item are merged into one. For a price change that is not saved yet, Actions → Save and Transform saves it first. See Transform Document.
Buttons
| Button | What it does |
|---|---|
| Save (F9) | Saves the document and changes the prices (see Save the price change). |
| Clear | Its menu has Delete current row and Delete all rows. |
| Close (Esc) | Closes the window. With unsaved rows the program asks “Exit without saving the price change?”. |
| Import | Loads the rows from a file. Shown only when data importers are available. |
| Actions | Save and Transform. |
| Note | A tab next to the header for a note, which is printed on the protocol. |
Troubleshooting
| Problem | Solution |
|---|---|
| “Opening the Price Change screen is not allowed!” | Ask an administrator to allow Price Change (Operations → Management) for your user in Edit → Administration → Permissions…. Operators do not have it by default. |
| “This is a free version of the Price Change operation! To save your operation please purchase a license.” | Price Change is part of the paid Advanced Operations module. Without a license you cannot save. |
| “There are no valid rows in the price change document!” | Add at least one item. |
| A sale still shows the old price | The item may have a partner price, a location price or an active promotion, which come before the price group. A row that was already in a document keeps its price. |
FAQ
Can I prepare a price change for a later date?
Not with this window: the prices change when you save. Keep the document as a draft until the day, or use a Promotion for a temporary price.
How do I go back to the old prices?
Make another price change with the old prices. The old prices are in the Old Price column of the protocol. Annulling a price change leaves the item prices as they are (see Edit Price Change).
Related pages
- Edit Price Change (Edit → Documents → Management → Price Change…)
- Reprint Price Change (Edit → Reprint Documents → Management → Price Change…)
- Change prices
- Promotion
- Adding, editing and deleting items