Price Lists in Zoho Books
A price list is a list of customized prices that you can map to a particular item when creating an invoice, estimate, sales order, credit note, purchase order, bill, recurring bill or vendor credit. A price list 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.
Managing Price Lists
- Why should I use a Price List?
- Enabling Price List
- Creating a New Price List
- Associating a Pricelist
- Importing & Exporting Price Lists
- Other Actions
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?
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. You can simply assign a price list to your first ever customer, for example, and offer to 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:
Offer products regularly at a lesser price for loyal customers.
Offer products at a higher price for new or one time customers.
Offer products at a different price to businesses in a particular country.
Offer products at a much lesser price for valuable prospects.
Vendor offers products at a different price than the usual.
Vendor offers products at a discount rate for a particular period.
Enabling Price Lists
Navigate to Settings > More Settings > Preferences and select the Items tab under Preferences list.
Check the Would you like to enable Price Lists? option to enable the feature. If you wish to disable the feature, uncheck the box.
- 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:
Go to the Items module and select Price Lists.
Click the + New Price List button on the top-right corner of the window.
You will be navigated to a new window, where you will be asked to enter the details to create a new price list.
Enter a Name for the new price list.
Select the Type of price list: Sales or Purchases. Select Sales if you want to associate the price list to a customer or to the Estimates, Sales Orders, Invoices or Credit Notes. Select Purchases if you want to associate the price list to a vendor or to the Purchase Orders, Bills, Recurring Bills or Vendor Credits.
Price lists can be created using two methods. First method is by selecting the Markup or markdown the item rates by a percentage and the second method is by selecting Enter the rate individually for each item in the Item Rate option.
Markup or Markdown the Item Rates by a Percentage
- By selecting the Markup or Markdown the item rates by a percentage from Percentage, you can enter the markup or markdown percentages on the price of the item.
- You can also round off the value by selecting the format from the Round Off To dropdown.
- Click Save to create the price list.
Enter the Rate Individually for Each Item
By selecting the Enter the rate individually for each item from Percentage, you can enter custom rates for all the items you have created.
The custom rates for the items can be set in the currencies given under the Currency dropdown.
- Click Save to create the price list.
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 navigation pane on the left side.
- 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.
Note: 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.