Control Pricing With Contracts

Overview

The purpose of this document is to cover how to use Contracts to control pricing for specific items, and or groups of items for specific or all customers. Contracts allow you to give promotions, discounts, mark ups, or set specific costs.

Creating Contract

Go to Accounts > Contract Manager

Select ‘New Contract’ in the bottom right corner.

When you select a new contract the bottom portion of the screen will appear allowing you to enter/create details of the new contract.

Enter Name, starting, and expiration date, you may also select ‘Never Expires’. Since this isn’t Vendor related, you can leave that blank. Next, if you have an expiration date you can select if you want to notify the salesman of the expiring contract, then select who you want the email sent to. NOTE: this will go through the end of the business day that is listed.

Now, you are ready to add your Account details. If you want to apply to all Accounts, select ‘Applies to all Accounts’

If not, select Add Account and Customer Selection search will appear. Repeat until all applicable accounts have been added.

Next add any comments, within the comment field for reference.

Now, using tabs select if you are going to add items, individually, or if by an item group.

Individual Item(s)

If you are adding items individually, select ‘Add’ and a row will appear.

Enter part number or use ‘...’ to search for a particular item using the Inventory Lookup screen.

Next, you can configure following items for this item where applicable:

• Price Type - Using drop-down, select price type. If you wish not to change the price type you can select ‘Default Sell’ or enter a specific price by selecting that option as well.

• Price Mult/Val - If you select a price type that requires you to enter price or value you will enter it here.

• Cost Type - Same as price type, use drop-down to select cost type. If you wish not to change the price type you can select ‘Default Sell’.

• Cost Mult/Val - If you select a price type that requires you to enter price or value you will enter it here.

• Specific Cost Multiplier - If you selected cost type ‘Specific. Cost w/Multi +/-, you will enter a multiplier value here.

• Price Sheet - If you select the price type ‘Price Sheet’ you will select from your loaded price sheets.

• Cost Price Sheet - If you select cost type ‘Price Sheet’ you will select from your loaded price sheets.

Repeat these steps until all items have been entered.

Item Groups

If you are adding items by groups, select the Item Groups tab and select Add, and rows will appear.

If you have created group already using down arrow you can select that group by name including All Items, if not you can create parameterize group i.e. Product Type - MFG Code ()

Or if you want to create an item group to be saved you can select + and you will be taken to Item Group Manager to create a group.

Once you save a group you will be taken back to the Contract Manager to finish your creation. Now that group is selected Next, you can configure following items for this item where applicable:

• Price Mult/Val - If you select price type that requires you to enter price or value you will enter it here.

• Cost Type - Same as price type, use drop-down to select cost type. If you wish not to change price type you can select ‘Default Sell’.

• Cost Mult/Val - If you select price type that requires you to enter price or value you will enter it here.

• Specific Cost Multiplier - If you selected cost type ‘Specific. Cost w/Multi +/-, you will enter multiplier value here.

• Price Sheet - If you select price type ‘Price Sheet’ you will select from your loaded price sheets.

• Cost Price Sheet - If you select cost type ‘Price Sheet’ you will select from your loaded price sheets.

You can repeat these steps until all item groups have been entered.

Now that you’ve entered item details for your contract there are few more settings you can configure. On next tab ‘Rules Settings’ allows you to set what rules will be applied and in what order. For example shown below.

For example shown above. have set two item groups within this contract. I can tell the system what item group should be applied first/before the other group. You can rearrange this order by using Rule Up/Down buttons. So all my prices for items in Inventory Adjust will be used instead of All Items pricing. NOTE: If you have a mix of Individual items and Item groups, pricing of Individual items will be prioritized over item group.

On the next tab, you can add notes for reference to this contact. To add note, select Add and enter your subject, and details.

eDocument tab allows you to attach any documents for reference.

The Rebates tab allows you to view if any of your items are part of any current rebates and allows you to attach or detach rebates.

Once you’ve completed contract configuration, select ‘Save Contract’, contract will now appear within contracts section at top portion of page.

Now once you create new quote for these accounts new prices will appear for those items, based on what you configured within contract. Pricing Source in Basket side bar will show Contract, Sell Price Rule, Multiplier, Contract Cost Price Rule as well.

Summary>Contracts tab will show Contracts that this order is coming from,

Hide expired contracts by default in Contracts tab in Accounts.

• Make at least one of contracts expired.

• Accounts>Manage Accounts

• Open Contracts tab

• Auto Filter Row is already present

• Contracts column only shows contracts that are not expired

  • None of contracts are Checked in Expired column

• Filter for “Expired” column

• Is already set to only show unchecked

• Edit filter to show expired contracts

• Or delete filter and show all contracts, expired or not

• Add more filters to other columns

• Exit Account Manager screen

• Open it back up and pull up same customer

• filters go back to default to only show not expired contracts

  • Only show unchecked in Expired column

The ability to quickly create a contract with many items by utilizing the order grid and creating the contract from the quote.

NOTE: Users must have both existing security called “New Contract” and “Edit Contract” in order to see “Quick Contract” when they right click on the grid.

• Create new quote

• Add customer contract is for

• Add all items that should be in contract

  • Or can copy and paste from spreadsheet, including prices and costs

• Override prices and costs as needed in grid

• Right click anywhere in the grid and click Quick Contract in the menu

• And the Quick Contract screen will appear

• Name the contract and enter a start and end date

  • Or enter a start date then check Never Expires

• Upon clicking Continue, a confirmation window will appear confirming the contract was created. It will ask if you want to open the Contract Manager or not.

• Clicking yes will open the contract in the normal Contract Manager screen

• You can add customers, edit items and prices, and make any other changes to the contract from here.

• You can follow these same steps for existing orders too.

  • Open an existing order, and right click in the grid and select Quick Contract to start creating a new Quick Contract.

New NSB Items added to Quote - Don’t Check NSB and Continue

• Upon right clicking in grid and selecting Quick Contract

• Following dialog box appears:

  • (this dialog box appears now when you check NSB with out selecting mfg on new nsb item)

• Click OK

• Select MFG for all new items that need it

• Without checking NSB, try clicking Quick Contract again

• Dialog box appears: “Items not checked for NSB will not be created and not added to contract.

Are you sure you want to continue?”

• List line items

• Click Cancel and contract is not created

• Quote screen remains up, unchanged

• Click Quick Contract again

• Since have not checked NSB yet, dialog box appears again

• Click Continue

• Confirmation screen appears stating contract is created

• Click yes to open contract or click no and pull up contract manually

• See in Individual Items tab that items tried to create are not in contract as they were not created

New NSB Items added to Quote - Don’t Check NSB and Fix Lines

• Upon right clicking in grid and selecting Quick Contract

• Following dialog box appears:

(this dialog box appears now when you check NSB with out selecting mfg on new nsb item)

• Select MFG

• Without checking NSB, try clicking Quick Contract again

• Dialog box appears: “Items not checked for NSB will not be created and not added to contract.

Are you sure you want to continue?”

• Lists line items

• Click Cancel and contract is not created

• Quote screen remains up, unchanged

• Address NSB issue and checkmark it for new items

• Right Click Quick Contract

• Since checked NSB for all new items

• Dialog box does NOT appear

• Confirmation screen appears stating contract is created

• Click yes to open contract or click no and pull up contract manually

• See in Individual Items tab that new NSB items were created and added to contract

• Back on quote, new NSB items are now colored black, no longer red dot,created new NSB item

NOTE: Follow steps on an unlocked order, and new NSB items added to order grid

Kits

Any Kit on quote/order form will be added as individual components onto Contract.

• Create new quote and add customer

• Add all items need

• Kit will appear as like normal on grid

• Right click and choose Quick Contract

• Contract is created

• Confirmation screen appears

• Click yes to open contract or click no and pull up contract manually

• See in Individual Items tab Components of standard Kit are on contract not parent kit part #

NOTE: Follow steps on an unlocked order, and add Kit item to the grid.

Commodity

• If there is a commodity item on quote/ order, the system should find a reference item marked as default pricing item attached to that commodity item, and add it to the contract.

• If one or more commodity items, don't have any reference items marked as default pricing item. “The following commodity items will not be added to the contract because they don't have default pricing items associated with them.

Commodities With No Default Pricing Reference Part #s - Choose Continue

• Create new quote and add customer

• Add all items need

• Right click and choose Quick Contract

• A dialog box will appear (before confirmation)

  • “following commodity items will not be added to contract because they don't have default pricing items associated with them. Do you want to continue?”

• Then list line items by line, part # , then description in grid

• Title: Quick Contract

• Click Cancel

• Nothing happens, contract is not created yet

• Click Quick Contract Again

• Click Continue without fixing Commodity items

• Confirmation screen appears

• Click yes to open contract or click no and pull up contract manually

• See in Individual Items tab Commodity items with no reference part # are NOT in contract

• Add reference # and then add Commodity part # manually in Contract Manager later

Commodities With No Default Pricing Reference Part #s - Choose Cancel

• Create new quote and add customer

• Add all items need

• Right click and choose Quick Contract

• A dialog box will appear (before confirmation)

  • “following commodity items will not be added to contract because they don't have default pricing items associated with them. Do you want to continue?”

• Then list line items by line, part # , then description in grid

• Title: Quick Contract

• Click Cancel

• Make sure all commodity items have default pricing assigned reference part #

• Click Quick Contract again

• Confirmation screen appears

  • commodity error message does is NOT triggered

• Click yes to open contract or click no and pull up contract manually

• See in Individual Items tab all items including commodity items with their reference #s are added to contract

NOTE: Follow steps on an unlocked order, and add a COMMODITY item to the grid