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Creating Price Books

This article will help you understand the working of price books and how to set different prices for your items.
R
Rashmi Kashyap
10 Feb, 2021 - Updated 2 months ago

   Introduction to Price Books 

Price Books allows you to define different prices for products and services. The prices of the items can vary anytime depending on the customers and their needs.

When a Price Book is selected or changed, the system updates the selling prices of all line items based on the selected Price Book.

Feature Availability 

Sales Starter

Sales Professional

Sales Enterprise

One Professional

One Enterprise

Feature Availability

Price Books

 

List View in Price Books

List View is the screen that is visible when you click the Price Books tab. This view sorts and lists all price books based on the last modified Price Book.

  • List View columns 

The columns that are visible by default in the List View are :

  • Price Book name: Displays the name of the Price Book.

  • Active: This field displays either 

    • Yes (the Price Book can be added to other modules) or 

    • No( the Price Book cannot be added to other modules).

  • Currency: This field displays the medium of currency through which all the transactions will take place.

 
  • List actions

You can perform many quick actions such as Edit, Delete, Export, Comment, etc on the price books records in the List View.
To learn more about List View actions in Vtiger CRM, click here.

 

Ways to view each Price Book record

  • Summary View

Summary View is the view that appears when you click a particular record from the List View. Summary View displays a collection of all the key information of the record.
The Summary View can be divided into four sections. Each section has a particular functionality.

  • Summary View Actions

    • Follow: You can follow any Price Book record to get updates on all the activities performed on that record.

    • Tags: You can add tag names to the record to identify the record easily.

    • Print: You can print the Price Book or save it as a PDF for further references.

    • Duplicate: You can duplicate the current record and have all the details reflected into a new record.

    • Delete: You can delete a record by clicking this button.

  • Activity

    This section lists all the activities performed on that particular record. You can also add filters and any view specific activities.
  • Do button

    When you click on the do button on the right-hand top corner of the Summary View, you will see the following:

    • Add or Create- You can add or create other modules related to the Price Book.
  • Widgets

    • Activity-All the activities made on the SO are displayed here. Here you can add comments related to the SO.
  • Deep Dive View

You can view and edit all the information about the Price Books record by clicking the Deep Dive button in the Summary View of the record.

Important Fields in Price Books

 

Field name

Description

Price Book name

Mandatory field
Displays the name of the price book.

Currency

It is a drop-down list from which you can select the currency that has to be applied in the price book record.

Active

It is a checkbox that will be enabled by default. It denotes that the price book is active and its prices can be used while doing business. 

 

How to Create a Price Book

  1. Steps to add a new Price Book

    Follow the steps listed below to add a new price book record:

    1. Click on the Menu icon.

    2. Go to the Inventory tab.

    3. Select the Price Books module.

    4. In the List View, click the +Add Price Book button.

    5. Fill in all the necessary details.

    6. Click Save to create the price book.

      • Click Save and Continue to enter more details.

 
  1. Adding products and services to a Price Book

You can add any number of products and services to Price Books and assign the prices manually.
Follow these steps to add products or services to the price book:

  1. Click on the Menu icon.

  2. Go to the Inventory tab.

  3. Select the Price Books module.

  4. In the List View, open any Price Book Record.

  5. In the Summary View, select Products or Services.

  6. If you want to add products, click Select Products.

  7. Select the products from the list of all products.

  8. Click Add Selected.

  9. Follow the same process for adding services as well.

From Quick Create

Price Books can also be created by clicking the + button present on the right-hand top corner of the screen.

Follow these steps to create a price book using Quick Create:

  1. Click the icon displayed on the top right side of your screen.

  2. Click Show all to view all the modules you can create records in using Quick Create.

  3. Select Price Book from Inventory.

  4. Enter all the mandatory details.

  5. Click:

  1. Save to save the record.

  2. Save and Continue to save the record and go to its Deep Dive View.

Clicking Cancel discards all the information you entered.

To know more about Quick Create, click here.

Price Books actions

  • Generate related documents

    1. Generate a Product record

Products represent a stock of goods in your inventory. Products can be either procured from your suppliers or rendered to your customers depending upon the nature of your organization.
Follow these steps to generate a product:

  • Click the Menu icon.

  • Go to the Inventory tab.

  • Select the Price Books module.

  • Open any price book record.

  • Click the Do button in the Summary View.

  • Click Add or Create button.

  • Select Products.

  • Select one or more products from the list of all products.

  • Click Add Selected.

The selected product will be added to the price book record.

  1. Generate a Service record

Services refer to the free or paid assistance you would offer to benefit your customers. 
Follow these steps to generate a service:

  • Click the Menu icon.

  • Go to the Inventory tab.

  • Select the Price Books module.

  • Open any price book record.

  • Click the Do button in the Summary View.

  • Click Add or Create button.

  • Select Services.

  • Select one or more services from the list of all services.

  • Click Add Selected.

The selected service will be added to the price book record.

  • Export

Follow these steps to export a price book:

  1. Click the Menu icon.

  2. Go to the Inventory tab.

  3. Select the Price Books module.

  4. In the List View, hover over any price book record to display the radio button on the left side.

  5. Click the radio button.

  6. Click the Export button.

  7. Select any one of the following options:

    1. Export Selected Records- This option will export only the selected record.

    2. Export data in current page- This option will export the records on the current page.

    3. Export all data- This option will export all the data in all the pages of the price books module.

The exported record will be saved on your local system.

 
  • Print

Follow these steps to print a price book:

  1. Click the Menu icon.

  2. Go to the Inventory tab.

  3. Select the Price Books module.

  4. Open any price book record.

  5. Click the More button.

  6. Click the Print button.

  7. You can perform any of the below options:

    • Edit & Export- You can edit the price book and export it to your local system.

    • Email with PDF- You can email the price book record as a PDF to the contact.

    • Print- You can print the price book and keep a hard copy.

    • Save as PDF- You can save the price book as a PDF on your local system.

 

Note: You can also print a record directly from the List View as well. To know more about List view, click here.

How to change the template of the Price Book 

 

Follow these steps to change the template of a price book from the Print Price Book screen:

This is a temporary change only until the price book is printed.

  1. Click the Menu icon.

  2. Go to the Inventory tab.

  3. Select the Price Books module.

  4. Open any price book.

  5. Click the More button.

  6. Click the Print button.

  7. Select the template you want from the list of all templates.

  8. You can perform any of the below options:

    • Edit & Export- You can edit the price book and export it to your local system.

    • Email with PDF- You can email the price book record as a PDF to the contact.

    • Print- You can print the price book and keep a hard copy.

    • Save as PDF- You can save the price book as a PDF on your local system.

 
  • Editing the selling price

You can modify the selling price of a product or a service to suit different customer groups.
Follow these steps to edit the selling price:

  1. Click the Menu icon.

  2. Go to the Inventory tab.

  3. Select the Price Books module.

  4. Open any price book record.

  5. In the Summary View, you can select either Products or Services.

  6. If you want to edit the selling price of a product, hover over the list of products and click the edit icon.

  7. Enter an amount in the selling price field.

  8. Click Save.

  9. Follow the same procedure to edit the selling price of Services as well.

The selling price will be updated on the product in the price book record.

Usage of Price Books in Other Modules

Price Books are used while creating Invoices, Sales Orders, Quotes and other similar modules. In the Item Details block, by clicking the Book icon, you can pre-fill the selling price of all line items with the selected price book.

Note: Price Books will be visible based on the currency selected in the module.

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