--- title: Price list administrator guide description: "> 📍 **Where to find this module?** > *Main menu > Sales > Price list* --- ## Introduction Price lists allow you to define personalized pricing for your customers. Each price list contains **pricing rules** associated with **items** (products or…" url: "https://www.kafinea.com/en/help/price-list/price-list-administrator-guide/" updated: "2026-04-03" category: Sales / Price list --- # Price list administrator guide > 📍 **Where to find this module?** > *Main menu > Sales > Price list* --- ## Introduction Price lists allow you to define personalized pricing for your customers. Each price list contains **pricing rules** associated with **items** (products or services), with price tiers based on the quantities consumed. This guide assists you in configuring and managing price lists. --- ## Standard vs Negotiated (V1) V1 introduces 2 types of lists: - **Standard list**: reference list, intended to be finalized and used as a basis. - **Negotiated price**: copy of a finalized standard list, with visible reference values and calculated variances. ### Related Fields - `Grille standard` (`isstandard`): indicates that a list is standard. - `Grille standard source` (`standard_pricebook_id`): on a negotiated price, references the original standard list. ### Important rules - It is forbidden to have a list with `Grille standard = Oui` **and** `Grille standard source` filled in. - The creation of a negotiated price is only possible from a **finalized** standard list (`mdspermanentlock=1`). ### UX Implication (V1) - On a **standard list**: - Reference and variance columns are hidden (the standard list is the reference). - Pricing limits (minimum price, max discount, max authorized variance) are editable. - On a **negotiated price**: - Reference columns and variances are displayed. - **Structure** editing (adding/deleting pricing rules or tiers) is disabled (structure inherited from the standard). - Structure fields (pricing type/model, pricing limits) are read-only. - A notes panel is available to document the negotiation. --- ## 1. Create a price list 1. Access the **Price lists** module from the main menu 2. Click on **Add a record** 3. Fill in the fields: - **Name**: name identifying the price list - **Active**: check to activate the price list - **Description**: free description 4. Add pricing rules (see next section) 5. Click on **Save** --- ## 2. Configure pricing rules Each pricing rule defines the pricing of a specific item (product or service) within the price list. ### Fields of a pricing rule | Field | Description | | --- | --- | | **Item** | The product or service concerned by this rule | | **Type** | `Fixed Price` (fixed price) or `Percentage` (percentage discount on catalog price) | | **Model** | The price calculation model (see below) | | **Start date** | Date from which the rule is applicable (optional) | | **End date** | Date until which the rule is applicable (optional) | | **Exclude from invoicing** | If checked, the item is excluded from invoicing (it will not be invoiced), even if a price is calculated | | **Group by** | Product/service field used to group quantities (optional) | ### The 5 pricing models The available models are: **Volume Pricing**, **Tiered Pricing**, **Block Pricing**, **Company Group Tiered Pricing** and **Company Group Volume Pricing**. For details on how they work and calculation examples for each model, consult [Pricing strategies](https://www.kafinea.com/fr/documentation/grille-tarifaire/les-strategies-de-tarification/). ### Configure tiers For each rule, add one or more tiers: | Field | Description | | --- | --- | | **Minimum quantity** | Quantity threshold from which this tier applies | | **Fixed price** | Unit price (if type = Fixed Price) | | **Standard price** | Reference price (informative, visible on negotiated price) | | **% discount** | Percentage discount on catalog price (if type = Percentage) | | **Standard discount (%)** | Reference discount (informative, visible on negotiated price) | On a **negotiated price**, the screen also displays **variances**: - Rule `Fixed Price`: variance in % vs standard price - Rule `Percentage`: variance in points vs standard discount > **Note:** Tiers are evaluated from highest to lowest. The first tier whose minimum quantity is less than or equal to the total quantity is selected (in Volume/Block Pricing). --- ## 3. Associate a price list with a customer account 1. Open the **Account** (or **Supplier**) record 2. In the **Price list** field, select the desired price list 3. Save When invoicing consumption (MdsItemUsage), the system will automatically use the price list associated with the account to determine prices. --- ## 4. Validity date management Rules can have start and end dates: | Start date | End date | Behavior | | --- | --- | --- | | Empty | Empty | Always applicable | | Empty | Defined | Applicable until the end date | | Defined | Empty | Applicable from the start date | | Defined | Defined | Applicable within the interval | If several rules match for the same product/service on a given date, the rule with the most recent start date takes priority. If no rule matches, the **catalog price** of the product/service is used. --- ## 5. "Exclude from invoicing" option Checking the **Exclude from invoicing** option on a rule allows you to exclude a product/service from invoicing. This is useful for products/services included in a package or offered for free. > This option is different from a price at `0`: here, the item is **excluded** from invoicing. --- ## 6. Grouping by field (GroupBy) The **Group by** field allows you to calculate quantities by grouping all products/services sharing the same value for a given field. **Example:** If you group by "Product Category", all consumption of products in the same category will be added together to determine the applicable tier. --- ## 7. Management actions ### Duplicate a price list 1. Open the price list to be duplicated 2. Use the **Duplicate** action 3. A new price list is created (inactive) with all rules and tiers copied 4. Modify the name and parameters according to your needs 5. Activate it when it is ready ### Apply a modification rate This action allows you to apply a multiplier coefficient to all fixed prices of all rules in the price list. 1. Open the price list 2. Use the **Apply a rate** action 3. Enter the coefficient (e.g.: `1.05` for a 5% increase, `0.95` for a 5% decrease) 4. Validate > **Warning**: This action modifies all fixed prices irreversibly. It is recommended to duplicate the price list before applying a rate. ### Export a price list The **Full export** action allows you to export the price list with all its rules and tiers. ### Create a negotiated price (from a standard list) 1. Open a **standard list**. 2. Ensure it is **finalized** (permanent lock activated). 3. Click on the **Create a negotiated price** action. 4. A new list is created: - inactive - with a reference to the **source standard list** - with initialized reference values (initially: value = reference) 5. Modify the prices/discounts, and fill in if necessary: - **Discount reason** - **Message for the customer** - **Internal comment** --- ## 8. Configure invoicing comments Automatic comments added to invoicing lines are configurable in the settings. 1. Access **Settings** > **Pricing rules** 2. Modify the comment templates for each pricing model ### Available variables | Variable | Description | Available for | | --- | --- | --- | | `{level}` | Tier number | All models | | `{account_qty}` | Account quantity | 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. Configuration of minimum prices and maximum variances ### Minimum price per tier On a **standard** list, you can define a **minimum price** for each tier of type "Fixed Price". This floor price will be automatically copied when creating a negotiated price and cannot be modified on the negotiated one. If the negotiated price falls below the minimum, a visual alert appears and the "N2 approval required" flag is activated. ### Maximum discount per tier Similarly, you can define a **maximum authorized discount (%)** for each tier of type "Percentage". If the negotiated discount exceeds this ceiling, a visual alert appears. ### Maximum variance per rule At the level of each pricing rule, you can define a **maximum authorized variance (%)**. This variance is calculated as the percentage difference between the negotiated price and the standard price. If the variance exceeds the threshold, a visual alert (orange background) appears. ### N1/N2 approval mechanism Approval flags are automatically calculated each time a negotiated list is saved: - **N1 Approval**: activated as soon as a tier has a price or discount different from the standard. - **N2 Approval**: activated as soon as a tier exceeds a minimum price, a maximum discount, or a maximum authorized variance. These flags are displayed as badges at the top of the list and are available in ListView to filter lists requiring approval. > **Note**: The full approval module (workflow, notifications, history) is planned for a later version. --- ## 10. Best practices - **Name clearly** your price lists (e.g.: "Standard Rate 2025", "Premium Group Rate") - **Use validity dates** to manage pricing evolutions without deleting old pricing rules - **Duplicate before modifying**: use duplication to create a new version of a price list before applying price changes - **Test prices**: use the price preview (GetItemPrice action) to verify the calculation before invoicing - **Only one list per account**: each account can only be associated with one price list at a time --- ## Related references 🔗 - [Using a price list](https://www.kafinea.com/fr/documentation/grille-tarifaire/l-utilisation-d-une-grille-tarifaire/) - [Pricing strategies](https://www.kafinea.com/fr/documentation/grille-tarifaire/les-strategies-de-tarification/)