A price list is a list of customized prices that you can map to a transaction such as invoice, estimate, sales order, credit note, purchase order, bill, recurring bill or vendor credits. It allows you to customize the standard rate and bid your products or services at a higher or lower rate for any specific customer or vendor whenever needed. Price lists can also be associated to a contact.
Managing Price Lists
Create and manage customized price lists for your items and associate it to individual contacts or to the Invoices, Estimates, Sales Orders, Credit Notes, Purchase Orders, Bills, Recurring Bills or Vendor Credits you create for them.
- Why should I use a Price List?
- Enabling Price List
- Creating a New Price List
- Associating a Pricelist
- Importing & Exporting Price Lists
- Other Actions
Why should I use a Price List?
A price list lets you have a set of predefined prices for specific contacts while the rest of them would be charged at the normal rate. For instance, you can assign a price list to your first ever customer, and mark the prices of items down by 10% to show your gratitude. Similarly, you could also create a price list for your vendors based on the price they offer at different seasons, and apply them to transactions, instead of editing the item price.
Some examples of when a price list can be used for products:
- Lesser price for loyal customers.
- Higher price for new or one time customers.
- Different prices for businesses in a particular country.
- Lesser price for valuable prospects.
- Different pricing by vendors than the usual.
- Discounted rate by vendors for a particular period.
Enabling Price Lists
To enable price lists in Zoho Books
- Click the Gear icon on the top right corner of the page.
- Select Preferences.
- Click Items.
- Check the box Would you like to enable Price Lists?.
- Click Save.
You can now start creating customized price lists for your customers.
Creating a New Price List
Follow these steps to create a new price list for your business:
- Click the Items drop-down on the left sidebar.
- Select Price Lists from the drop-down.
- Click + next to Price Lists or the + New Price List button on the top-right corner of the page.
- Fill in the details.
|Sales||Associate the price list to a customer or to sales transactions like Invoices, Estimates, Sales Orders, etc.|
|Purchases||Associate the price list to a vendor or to the Purchase Orders, Bills, Recurring Bills or Vendor Credits.|
|Markup or markdown the item rates by a percentage||Item rates gets increased or reduced by a percentage.|
|Enter the rate individually for each item||You can set rates manually for each item.|
Markup or Markdown the Item Rates by a Percentage
|Markup||Item rates get increased based on the percentage entered.|
|Markdown||Item rates get reduced based on the percentage entered.|
Round Off To
|Never Mind||Item rates do not get rounded off.|
|Nearest Whole Number||Item rates get rounded off to the nearest whole number.|
Enter the Rate Individually for Each Item
Select the currency
Enter the individual prices of items
- Click Save.
Associating a Price List
There are two types of price list: Sales Price Lists and Purchase Price Lists, depending upon what you chose while creating a price list. You can associate a Sales Price List to a customer or to the Estimates, Sales Orders, Invoices or Credit Notes. You can associate a Purchase Price List to a vendor or to the Purchase Orders, Bills, Recurring Bills or Vendor Credits.
Associate a price list to a contact
You can associate a price list with specific items or markups to contacts by following the steps mentioned below:
- Select Contacts module from the left sidebar.
- Select the customer or vendor to whom you wish to associate the price list.
- Select Edit and scroll to Other Details tab.
- Choose the price list you wish to associate to the contact from the Price List dropdown and hit Save.
Only the Sales Price Lists will be listed in the Price List dropdown of customer contacts and only Purchase Price > Lists will be listed in the Price List dropdown of vendor contacts.
Now, when you create an Estimate, Sales Order, Invoice or a Credit Note for this customer contact, the price list will automatically be associated to the transaction.
And, when you create a Purchase Order, Bill, Recurring Bill or a Vendor Credit for the vendor contact, the price list will automatically be associated to the transaction.
Associate a price list to a transaction
You can directly associate sales price lists to sales trasactions and purchase price lists to purchase transactions. To associate a price list directly to a transaction,
- Go to the respective module from the navigation pane on the left side.
- Click + New to create a new transaction in the respective module.
- Choose a price list from the Price List dropdown to associate it with the transaction.
Note: Only the Sales Price Lists will be listed in the Price List dropdown of sales transactions and only Purchase Price Lists will be listed in the Price List dropdown of purchase transactions.
Importing & Exporting Price Lists
You can import sales and purchase price lists into your Zoho Books account either from a CSV (Comma Separated Values), TSV (Tab Separated Values) or XLS (eXceL Spreadsheet) file and export sales and purchase price lists created from your Zoho Books account as a CSV or XLS file.
Import Price Lists
- To import sales or purchase price list into your Zoho Books account, click the Import Sales Price List or Import Purchase Price List option from the hamburger icon dropdown in the top-right corner of the window.
- You will be navigated to a new window where you can choose either a CSV, TSV or XLS file to be uploaded and the character encoding involved from the dropdown. By default, the character encoding is UTF-8(Unicode).
Note: You can download a sample file and cross-check if the file to be imported is of the same format.
Select the appropriate File Delimiter from the dropdown based on the file to be imported.
Map the fields of the imported file to the fields in Zoho Books.
Check Save these selections for use during future imports to use the same mapping in future imports.
A list of the ready-to-be-imported, skipped and unmapped fields is displayed for final verification.
Click Import to finish importing the price lists from the file you have chosen to upload.
Export Price Lists
You can export the price lists in CSV or XLS formats from Zoho Books. To export price lists:
- Click the Export Sales Price List or Export Purchase Price List option from the hamburger icon dropdown placed on top-right corner of the window.
Select the Module for which you would like to export data.
Click the dropdown under Fields in Export File to select a template (If you don’t select an export template, all data fields will be exported).
Select the format in which you wish to export: CSV or XLS.
Click Export and save the file into your desired location.
Edit, delete, mark as active or inactive
You can also mark your price lists as Active or Inactive and Edit or Delete your price lists.
To mark the price list as Active or Inactive, to Edit or to Delete, hover the mouse above the created price list to view the options at the right end of the particular price list.
To edit the details of the price lists you created, click the edit option.
Click the Mark as Inactive option to make an active price list, inactive.
- To make an inactive price list, active, click the Mark as Active option.
- Click the Delete icon and select OK from the pop-up to permanently delete the selected price list.
Filter price lists
There are three filters based on the type price list: All Price Lists, Sales Price Lists and Purchase Price Lists. All Price Lists is selected by default.
To view only the sales price lists or purchase price lists, then click the dropdown and select Sales Price Lists or Purchase Price Lists respectively.