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Administrator's Guide to Pricing

5 minutes

📍 Where can I find this module?
Main Menu > Sales > Price List

Introduction #

Price Books allow you to set up custom pricing structures for your customers. Each Price Book contains pricing rules associated with items (products or services), with tiered pricing based on the quantities purchased.

This guide will help you set up and manage price books.

Standard vs. Custom (V1) #

Version 1 introduces two types of grids:

  • Standard grid: a reference grid intended to be finalized and used as a basis.
  • Negotiated rate: a copy of a finalized standard rate schedule, showing reference values and calculated variances.

Related fields #

  • Grille standard (isstandard) : indicates that a grid is standard.
  • Grille standard source (standard_pricebook_id) : For a negotiated rate, refer to the original standard rate schedule.

Important Rules #

  • It is prohibited to have a grille with Grille standard = Oui and Grille standard source provided.
  • A negotiated rate can only be created from a standard rate schedule finalized (mdspermanentlock=1).

UX Implications (V1) #

  • On a standard grid, the publication of structure (adding or removing a pricing rule or tier) is disabled.
    • Recommendation: Create the grid, then mark it as standard and finalize it.
  • For a negotiated rate, the reference columns and variances are displayed, along with a notes panel.

1. Create a Price Book #

  1. Access the Price Books module from the main menu
  2. Click " Add Record"
  3. Please fill in the fields:
    • Price Book Name: the name used to identify the price list
    • Enabled: Check this box to enable the Price Book
    • Description: Free-form description
  4. Add pricing rules (see the next section)
  5. Click Save

2. Configure pricing rules #

Each pricing rule defines the pricing for a specific item (product or service) within the Price Book.

Fields in a pricing rule #

Field Description
Article The product or service covered by this rule
Type Fixed Price (fixed price) or Percentage (percentage discount off the list price)
Model The pricing formula (see below)
Start date Effective date (optional)
End date Date until which the rule applies (optional)
Exclude from invoicing If checked, the item is excluded from the invoicing it will not be billed), even if a price is calculated
Group by Product/service field used to group quantities (optional)

The 5 Pricing Models #

The available pricing models are: Volume Pricing, Tiered Pricing, Block Pricing, Company Group Tiered Pricing, and Company Group Volume Pricing.

For details on how each model works and examples of calculations, see Pricing Strategies.

Configure the levels #

For each rule, add one or more levels:

Field Description
Minimum quantity Quantity threshold at which this tier applies
Fixed price Unit price (if type = Fixed Price)
Standard price Reference price (for informational purposes only; subject to negotiated rates)
Discount % Discount percentage off the list price (if type = Percentage)
Standard discount (%) Reference discount (for informational purposes only; applies to negotiated rates)

For a negotiated rate, the screen also displays the differences:

  • Rule Fixed Price : % difference from standard price
  • Rule Percentage : Point difference vs. standard discount

Note: Price tiers are ranked from highest to lowest. The first tier with a minimum quantity that is less than or equal to the total quantity is selected (for Volume/Block Pricing).

3. Link a Price Book to a customer account #

  1. Open record Account (or Vendor) record
  2. In the Price Book field, select the desired Price Book
  3. Register

When invoicing usage (MdsItemUsage), the system will automatically use the price book associated with the account to determine the prices.

4. Managing expiration dates #

Rules can have start and end dates:

Start date End date Behavior
Empty Empty Still applicable
Empty Defined Valid until the end date
Defined Empty Effective as of the start date
Defined Defined Applicable in the meantime

If multiple rules apply to the same product or service on a given date, the rule with the most recent start date takes precedence.

If no rule matches, the list price of the product or service is used.

5. "Exclude from invoicing" option #

Checking the " Exclude from invoicing " option in a rule allows you to exclude a product or service from invoicing. This is useful for products or services included in a package or offered as a freebie.

This option is different from a price at 0 : Here is the article exclusive invoicing.

6. Grouping by field (GroupBy) #

The " Group by " field allows you to calculate quantities by grouping all products/services that share the same value for a given field.

Example: If you group by "Product Category," all purchases of products in the same category will be added together to determine the applicable tier.

7. Management Actions #

Duplicate a Price Book #

  1. Open the Price Book you want to duplicate
  2. Use the Duplicate action
  3. A new Price Book is created (inactive) with all rules and tiers copied
  4. Change the name and settings as needed
  5. Turn it on when it's ready

Apply a modification rate #

This action applies a multiplier to all fixed prices in all Price Book rules.

  1. Open the Price Book
  2. Use the " Apply Rate" action
  3. Enter the coefficient (e.g., 1.05 for a 5% increase, 0.95 (a 5% decrease)
  4. Confirm

Warning: This action will irreversibly change all fixed prices. We recommend duplicating the Price Book before applying a rate.

Export a Price Book #

The "Export All " option allows you to export the Price Book along with all its rules and price tiers.

Create a negotiated rate (based on a standard rate schedule) #

  1. Open a standard grid.
  2. Make sure it is finalized (permanent lock enabled).
  3. Click the " Create a negotiated rate" button.
  4. A new grid is created:
    • inactive
    • with a reference to the standard source grid
    • with initialized reference values (initially: value = reference)
  5. Update prices/discounts, and provide additional information if necessary:
    • Reason for discount
    • Message for the customer
    • Internal comment

8. Configure invoicing comments#

The automatic comments added to invoicing lines invoicing configured in the settings.

  1. Go to Settings > Pricing Rules
  2. Edit the comment templates for each pricing plan

Available variables #

Variable Description Available for
{level} Floor number All models
{account_qty} Account balance All models
{unit_price} Unit price All models
{company_group_qty} Group quantity Company Group only

Examples of default templates #

  • Tiered Pricing : Tranche {level}
  • Block Pricing : Tranche {level} — Consommation : {account_qty} unités
  • Company Group Tiered : Tranche {level} — Consommation : {account_qty} unités — Groupe : {company_group_qty} unités

9. Best Practices #

  • Give your price books clear names (e.g., "Standard Price List 2025," "Premium Group Price List")
  • Use validity dates to manage pricing changes without deleting the old pricing rules
  • Duplicate before editing: Use the duplicate feature to create a new version of a Price Book before applying price changes
  • Test prices: use the price preview (GetItemPrice action) to verify the calculation before billing
  • One Price Book per account: each account can be linked to only one Price Book at a time

Related references 🔗 #