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Version: Current

Price books

Manage comprehensive item pricing rules that automatically apply to purchasing and sales transactions. Zudello's Price Book system helps you maintain accurate pricing across suppliers, customers, and locations while providing automated validation to prevent overpayments and pricing errors.

Best practices​

  • Review and update pricing regularly to reflect current market conditions and contract changes
  • Use supplier-specific pricing for items where you have negotiated rates
  • Configure price validation rules to automatically flag pricing discrepancies
  • Export your Price Book data regularly for backup and analysis purposes
  • Keep item SKUs unique across your organisation for accurate price matching

Understanding Price Book functionality​

The Price Book system allows you to configure detailed pricing rules that go beyond basic item prices. You can set specific prices for different:

  • Suppliers or customers: Negotiate different rates with different trading partners
  • Locations: Apply regional pricing variations
  • Projects: Use project-specific pricing for contract work
  • Subsidiaries: Maintain separate pricing for different business units

Price Book entries take priority over standard item pricing when all specified conditions are met. For example, if you configure pricing for "Item ABC from Supplier XYZ for Location Melbourne", this price will only apply when all three conditions match on a transaction.

Required permissions​

To work with Price Book data, you need the following permissions:

  • Price Book View: View existing pricing data
  • Price Book Edit: Create and modify price entries
  • Price Book Export: Download pricing data
  • Price Book Import: Upload pricing changes in bulk

Additionally, you need Data Permission for Item to access item pricing information.

Contact your organisation administrator if you need assistance with permissions.

Accessing the Price Book​

  1. Click the Inventory module
  2. Click the Price Book submodule
  3. The page opens in read-only mode by default to prevent accidental changes

Adding new pricing entries​

To add pricing for an item:

  1. Click Unlock Editing to enable editing capabilities

  2. Click Add item price

  3. In the pricing form:

    • Search for and select the Item (by SKU, barcode, external ID, or description)
    • Enter the Purchase price (for purchasing transactions) and/or Sell price (for sales transactions)
    • Select relevant dimensions such as Supplier, Location, or Project
    • Configure any additional coding requirements

  4. Click Save

Adding additional prices for existing items​

If an item already has pricing configured, you can add more specific pricing rules:

  1. Locate the item in the Price Book
  2. Click the + icon next to the item
  3. The item will be pre-selected
  4. Configure the new price and dimensions
  5. Click Save

Managing existing pricing​

Viewing and organizing entries​

By default, Price Book entries are grouped by item and collapsed for easy viewing:

  • Expand/collapse groups: Use the expand/collapse controls to show or hide pricing details
  • Bulk expand/collapse: Use the bulk controls to expand or collapse all items at once

Editing prices​

To modify existing pricing:

  1. Ensure editing is unlocked
  2. Click the item or price entry you want to modify
  3. Update the pricing or dimensional information
  4. Changes save automatically

Removing pricing entries​

To delete unwanted pricing:

  1. Locate the pricing entry
  2. Click the Bin icon next to the entry
  3. Confirm the deletion

Searching and filtering​

Use the search bar to quickly find pricing entries by:

  • Item name or description
  • SKU or barcode
  • Supplier or customer name
  • Dimension codes or names

Advanced filtering​

Click the Filter icon to narrow results by specific dimensions:

  • Supplier: Show only pricing for selected suppliers
  • Customer: Filter to customer-specific pricing
  • Location: Display location-specific pricing
  • Other dimensions: Filter by any configured dimensional coding

When searching or filtering, results automatically expand to show matching entries.

Exporting Price Book data​

To export your pricing data:

  1. Click the Export icon
  2. Select the appropriate export template
  3. Choose your export parameters
  4. Click Start Export

The export will include item details, pricing information, and all configured dimensions for backup or analysis purposes.

Importing price changes​

For bulk updates to pricing:

  1. Export your current Price Book data to get the correct format
  2. Make your changes in the exported file
  3. Import the updated data back into Zudello

Key requirements for importing:

  • For updates: Include the unique ID from your export to update existing entries
  • For new entries: Ensure item references are valid (by SKU, external ID, or unique ID)
  • Dimension references: Use valid codes or unique IDs for suppliers, customers, and other dimensions
  • No duplicates: Each item and dimension combination must be unique

Contact your organisation administrator or Zudello support for assistance with import formatting.

Price validation and automation​

Automated price application​

When configured, Price Book pricing automatically applies to transactions when:

  • The item matches an entry in the Price Book
  • All specified dimensions match the transaction (supplier, location, project, etc.)
  • The user creates new purchase orders or requisitions

Price validation checks​

Price validation compares transaction pricing against your Price Book to identify discrepancies:

  • Green indicators: Prices match configured rules
  • Yellow warnings: Prices vary but within acceptable tolerance
  • Red alerts: Prices exceed validation thresholds

When price validation suggests alternative pricing:

  1. Review the suggested price and source
  2. Click the price comparison icon to accept the recommendation
  3. The transaction updates automatically with the validated price

Integration with purchasing workflows​

Price Book data integrates seamlessly with your purchasing processes:

Purchase order creation​

When creating purchase orders:

  • Prices automatically populate from Price Book rules when available
  • System prioritises supplier-specific pricing over general item pricing
  • Validation warnings appear if prices vary from configured rates

Invoice processing​

During invoice review:

  • Automatic price validation against Price Book entries
  • Visual indicators show pricing compliance status
  • Easy acceptance of recommended pricing corrections

Troubleshooting common issues​

Price not applying automatically​

Check that:

  • All required dimensions match exactly (supplier, location, etc.)
  • The item SKU or reference is correctly configured
  • Price Book entry hasn't expired (if using date-based pricing)

Validation warnings appearing incorrectly​

Verify:

  • Price Book entry dimensions match the transaction
  • Tolerance settings are appropriate for your business
  • Item references are consistent between Price Book and transactions

Import failures​

Common causes:

  • Missing required fields in import file
  • Invalid item or supplier references
  • Duplicate entries in import data
  • Incorrect file format or encoding

Need help?​

Contact your organisation administrator or Zudello support for assistance with Price Book configuration, import issues, or pricing validation settings.