Before you start configuring the CRM built-in special pricing, it's important to know whether this functionality is right for your business. If you're using Special Pricing set up in your Accounts System and it's working perfectly fine for you, then you should continue using this form of special pricing.

However, this isn't the case for everyone, as some Accounting Systems don't offer special pricing functionality. Plus, by having the special pricing managed in the CRM, it can save your Sales team time switching between 2 different systems.

Prerequisites

  • You'll need CRM Admin rights in order to follow the steps in this article

Step 1: Go to Settings Centre

Firstly, navigate to the Settings Centre by clicking on the cog icon in the bottom left-hand corner of the CRM.

Step 2: Navigate to Products & Stock in Settings

Once within the Settings Centre, navigate to the Products & Stock page on the left-hand side, and scroll down until you reach the Built-in Customer Pricing & Discounts configure option.

Step 3: Select 'Use Prospect Pricing' to Configure Price Bands

By default, this option will be set to 'Use Accounts/ERP Pricing'. To use the CRM built-in special pricing, click on the 'Use Prospect Pricing' button. Then, choose 'Click to Configure Price Bands'. 

In this example, we can see there are already 2 Price Lists setup; Gold Partners and Trade Customers. We're going to add a further Price List called Euro Distribution Price List. To add a new Price List, simply click the plus icon in the top right-hand corner.  

Here, you can describe the new price list that you're adding and choose from the Currency drop-down to specify what currency the special prices will show in. Once happy with the information entered, click 'Create'. 

To continue setting up special prices for this new Price List, click on it's Description. 

The price list will automatically open on the Details page, and will show you the Description of the price list, currency, and who created it. 

You can set up special prices using 2 different methods; Category Prices or Product Prices. If you have defined product categories set up within the CRM and need to apply a blanket special pricing to all Products within the category, then use the Category Prices method. Alternatively, if you only need to set up special prices for individual Products in different categories, use the Product Prices method.

Setting up Category Prices 

Step 1: Navigate to Category Prices Page

To start setting up special prices for Product Categories, click on the Category Prices page within the price list. From here, click on the '+' icon in the top right-hand corner. This will bring up the Product Category search. 

Step 2: Search for Product Category 

Within here, you can search for the category that you wish to set up a special price for. In this example, we're going to setup a special price for our Batteries Product Category. Once you've found the required category, click on the 'Select' button.

Step 3: Set Special Pricing Options 

You can now start setting your special prices for the chosen Product Category:

  • Price Type: There are 3 different types of special prices that you can setup; Cost + Margin %, Cost + Markup % and Discount %. The option you choose will define which % value you enter within the Value field. 
  • Start Quantity: If a Start Quantity is entered, the Sales Ledgers associated with this price list will only benefit from the special price if they purchase the set minimum Start Quantity. For example, customers may get a better price if they buy more of a product. If there's no need for a Start Quantity, just leave it as zero. 
  • Value: This will be the % amount that'll be applied to the product's price. For example, if you selected the 'Discount %' under the Price Type field and entered '10%' within the Value field, all products within the category will have a 10% discount applied. 

Step 4: Use Effective Dates

Finally, you can toggle on 'Use Effective Dates' which is useful if this special price is only going to be available between certain dates, such as a time-limited promotion.
If you don't set one, then this special price will run without an end date and you'll need to remove it manually if expired. 

Step 5: Create!

Once happy with all information entered, click 'Create' and this new product category special price will be applied to the Euro Distribution Price List. 

Setting up Product Prices

Step 1: Navigate to Product Prices Page

To start setting up special prices for specific Products, go to the Product Prices page within the price list. From here click on the plus icon in the top right-hand corner to open the Product search.

Step 2: Search for Product

Here, search for the Product you wish to set up a special price for. In this example, we're going to set up a special price for our Industrial Alarm System Product. Once you've found the correct Product, click 'Select'. 

Step 3: Set Special Pricing Options 

You can now start setting your special prices for the chosen Product:

  • Price Type: There are 4 different types of special prices that you can setup; Cost + Margin %, Cost + Markup %, Discount % and Fixed Price. The option you choose will define what type of value you enter within the 'Value' field. 
  • Start Quantity: If a Start Quantity is entered, the Sales Ledgers associated with this price list will only benefit from the special price if they purchase the set minimum Start Quantity. For example, customers may get a better price if they buy more of a product. If there's no need for a Start Quantity, just leave as zero. 
  • Value: This will either be the % amount that will be applied to the product's price, or the fixed price value depending on which Price Type has been selected. For example, if you selected the 'Fixed Price' Type and entered 40.00 within the Value field, the Product will have a new selling price of £40.00 for Sales Ledgers who have this associated price list. 

Step 4: Use Effective Dates

Finally, you can toggle on 'Use Effective Dates' which is useful if this special price is only going to be available between certain dates, such as a time-limited promotion.
If you don't set one, then this special price will run without an end date and you'll need to remove it manually if expired.

Step 5: Create!

Once happy with all information entered, click 'Create' and this new Product special price will be added to the Euro Distribution price list. 

Choosing Customers for this Price List

Now that we've set up our special prices, we need to choose customers that this new price list will apply to. 

Step 1: Search for Division

Using the global search in the top right-hand corner of the CRM, find the required customer that you wish to have access to this price list. 

Step 2: Open Sales Ledger

Once you've opened the required Division, click on the 'Sales Ledger' button within the Accounts Summary section on the Details page. We need to open the associated Sales Ledger as you link price lists at this level.

Step 3: Choose Price Band in Special Prices

Once the Sales Ledger is open, navigate to the Special Prices page and choose the relevant Price Band from the drop-down. In this example, we can choose 'Euro Distribution Price List' from the drop-down. By choosing this price band, any Divisions with this Sales Ledger will now have access to the special prices we set up. 

You'll notice on the Sales Ledger Special Prices page that you can also set up Special Product Prices and Special Category Prices for this one Sales Ledger. Please note: you wouldn't be able to use these Special Prices for any other Sales Ledgers, meaning this would only apply to this particular Sales Ledger.

Step 4: Set Up Customer Specific Special Prices

To set up customer specific Special Prices, click on the plus icon within the relevant special price section and repeat the same steps of choosing Product/Product Category, Price Type, Value etc. 

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