This chapter contains the following topics:
Introduction To Contract Prices
Entering Contract Prices Using Percent Discounts
Entering Contract Prices Using Price Codes
Contract prices are special prices given to a customer. The Passport Point of Sale Contract Prices feature allows you to set up a special customer price for an item, service, or category or items of services, without making any change to the item record. These prices are used when entering an item line on an order or invoice for a customer.
Three different types of contract pricing can be defined. Fixed contract prices allow you to give a customer a lower price for a specific item or service. Percentage off contract prices allow you to set up a percentage discount that a customer will receive off the regular price of an item or service. Price code contract prices allow you to specify a new price code that overrides the price code found in the item record.
If you plan to define contract prices using price codes, you will need to understand how price codes work in PBS. Refer to the Price Codes chapter in the Inventory Control documentation for more information on price codes.
Contract pricing is done on a per customer basis. Because of this, you must have the Passport Business Solutions Accounts Receivable in order to use contract prices.
Alternatively, Point of Sale may use the Inventory Control Contract prices feature. See the 16. Use I/C Alternate units for contract and sale pricing ? field in the Control information chapter for details.
The most basic form of contract pricing is when a customer will always receive an item or service at the same fixed price. Here is an example.
|
Customer # |
ARI001 |
|
Item# / Service # |
1 |
|
Start effect date |
12/01/99 |
|
End effect date |
12/31/99 |
|
Price code |
(this field was left blank) |
|
Price-1 |
27.50 |
|
Price-2 |
(blank) |
|
Price-3 |
(blank) |
|
Price-4 |
(blank) |
|
Price-5 |
(blank) |
|
Lower Sale Price ? |
No |
This method cannot be used for an entire category of items or services since Price-1, 2, 3, 4 and 5 cannot be entered for category contracts. This is because the variety of items and services in a category most likely vary in price. Fixed Contract Prices are a useful way of setting up contract pricing, but since they are so straightforward, that are not discussed further in this chapter.
Another common contract is a percentage off. here is an example using an item category.
|
Customer # |
AR1001 |
|
Category |
TOOLS |
|
Start effect date |
12/01/99 |
|
End effect date |
12/31/99 |
|
Percent disc |
15.00 |
|
Price-1 |
use item price-1 |
|
Price-2 |
use item price-2 |
|
Price-3 |
use item price-3 |
|
Price-4 |
use item price-4 |
|
Price-5 |
use item price-5 |
|
Lower Sale Price ? |
No |
This type of contract pricing would work similarly for a specific item or service.
A contract can be based on a price code. The price code must be defined in Inventory Control before entering the contract price record. Suppose item #1 was defined with a price code type 01 (discount based on quantity purchased). The contract price code will offer higher percentage discounts based on the same quantities as the original price code.
A new price code must be entered in Inventory Control, A1 for example, reflecting the contract discount percentages. Then the contract pricing is entered in Point of Sale as follows.
|
Customer # |
ARI001 |
|
Item # / Service # |
1 |
|
Start effect date |
12/01/99 |
|
End effect date |
12/31/99 |
|
Price code |
A1 |
|
Price-1 |
use item price-1 |
|
Price-2 |
(blank) |
|
Price-3 |
(blank) |
|
Price-4 |
(blank) |
|
Price-5 |
(blank) |
|
Lower Sale Price ? |
No |
Since a contract price is entered for a specific customer, a contract price should not specify a price code that discounts by customer type. It is easier to enter a contract price with a percentage discount for a customer than to set up a new price code in Inventory Control that discounts by customer type.
|
Note |
Contract prices always override item prices. The price code in the contract price record overrides the item’s normal price code. Even if the contract price does not specify a new price code, the item price code will be ignored when the contract price is calculated. |
When setting contract prices using a price code, you may also define a new price basis for the contract price. For example, if price-one in the item record is $35.00 and price-one in the contract record is $31.50 in the contract price record, the contract price of $31.50 is used for the contract pricing instead of $35.00.
Use the Contract prices selection to enter contract prices for Items, services or categories of items or services. You will not be able to access this feature if you have it turned off in the POS Control information.
Select
Contract prices from the Pricing menu.
From this screen, you can work with both new and existing contract prices. If contract price information has already been entered for an item or category with a specified date range, that record will be displayed for you to make changes or to delete.
This section describes how to enter a contract price that is a percentage off the regular price.
*1 Customer
Enter an existing customer number or use an option:
|
<F1> |
To scan to the next contract price |
|
<SF1> |
To scan to the previous contract price |
|
<F2> |
To scan to the next customer |
|
<SF2> |
To scan to the previous customer |
|
blank |
Look up by customer name |
|
Format |
Up to 12 characters |
|
Example |
Type ARI001 |
*2. Item#/Service #
This is a number that identifies an item or a service. Items specified must exist in Inventory Control Items. Services specified must exist in Point of Sale Services.
Options
Enter an item number or a service number or use the option:
|
<F1> |
To scan to the next contract price |
|
<SF1> |
To scan to a previous contract price |
|
<F5> |
To toggle between entering a contract for an entire category of items or services or for a specific item or service |
|
Format |
Up to 15 characters |
|
Example |
Press <F5> to enter a contract for a category of items or services. |
*2. Category
When <F5> is pressed, the screen will be redisplayed for entry of a contract price for a category of items or services rather than a single item or service number.
Options
Enter the category code or use the option:
|
<F1> |
To scan through existing contract price records. |
|
<F5> |
To enter a contract price for an item or service |
|
Format |
Up to 5 characters |
|
Example |
Type TOOLS |
3. Start effect date
Options
Enter the date that the contract price will go into effect or use an option:
|
<Enter> |
To use the displayed date (defaults to last start date entered). |
|
<F1> |
To scan through existing contract prices beginning from the item, service or category entered in field 2. |
|
<F2> |
To specify no starting date. The contract price will take effect immediately. |
|
Format |
MMDDYY |
|
Example |
Press <F2> to specify that this contract pricing will take effect immediately |
4. End effect date
Options
Enter the date of the last day the contract price will be in effect or use an option:
|
<Enter> |
To use the displayed date (defaults to last end date entered). |
|
<F2> |
To specify no starting date. The contract price will be in effect until it is deleted. |
|
Format |
MMDDYY |
|
Example |
Press <F2> to maintain this contract price in effect until it is deleted |
5. Price code
Options
If this contract price will use a price code, refer to the next section titled Entering Contract Prices Using Price Codes.
Use the option to enter a discount percent.
|
<F5> |
To enter a discount percent for this contract price. |
|
Format |
Up to 2 characters. |
|
Example |
Press <F5> to enter a discount percent. |
5. Percent disc
If this contract price will not use a price code, enter the discount percent that will be applied to the item, service or category of items or services.
Options
Otherwise, use the option to enter a price code.
|
<F5> |
To specify a price code for this contract price. |
|
Format |
99.999 |
|
Example |
Type 15 to specify a 15% discount. |
When specifying a percent discount, as we have in this example, the price fields will not change and will indicate that the normal pricing will be used for each of the prices.
6. Price-1
Defaults to “use item price-1” for percent discount contracts.
7. Price-2
Defaults to “use item price-2” for percent discount contracts.
8. Price-3
Defaults to “use item price-3” for percent discount contracts.
9. Price-3
Defaults to “use item price-4” for percent discount contracts.
10. Price-3
Defaults to “use item price-5” for percent discount contracts.
11. User lower ’Special Sale Price’ ?
Your entry in this field will determine whether lower sale prices should override contract pricing. You will be given three choices:
|
Y |
Always use lower sale price |
|
N |
Ignore sale prices |
|
O |
Option to accept or reject a lower sale price at the time the order or invoice is entered |
|
Format |
1 character, either Y, N or O |
|
Example |
Type N to ignore sale prices |
Field number to change ?
If this is a new sale price record, you will be allowed to make changes to any field displayed on the screen.
If this was an existing sale price record, you will not be allowed to change field number 1 or 2.
Options
Make any desired changes and use an option.
|
<Enter> |
To save the information you have just entered. |
|
<ESC> |
To discard the information as entered. |
This section describes how to enter a contract price using a price code.
When planning to use a price code to control contract pricing, the price code must first be defined in Inventory Control. Refer to the chapter on price codes in the Inventory Control user documentation for information on defining price codes.
*1 Customer
Enter an existing customer number or use an option:
|
<F1> |
To scan through existing contract records |
|
<F2> |
To scan through existing customer records |
|
Format |
Up to 12 characters |
|
Example |
Type ARI001 |
*2. Item#/Service #
This is a number that identifies an item or a service. Items specified must exist in Items in Inventory Control. Services specified must exist in Services in Point of Sale.
Options
Enter an item number or a service number or use the option:
|
<F1> |
To scan through existing contract price records. |
|
<F2> |
To scan through the items and services in order by item/service number. |
|
<F5> |
To enter a contract for entire category of items or services. |
|
Format |
Up to 15 characters |
|
Example |
Type 1 do define this contract of item or service # 1 |
*2. Category
When <F5> is pressed, the screen will be redisplayed for entry of a contract price for a category of items or services rather than a single item or service number.
Options
Enter the category code or use the option:
|
<F1> |
To scan through existing contract price records. |
|
<F5> |
To enter a contract price for an item or service |
|
Format |
Up to 5 characters |
3. Start effect date
Options
Enter the date that the contract price will go into effect or use an option:
|
<Enter> |
To use the displayed date (defaults to last start date entered). |
|
<F1> |
To scan through existing contract prices beginning from the item, service or category entered in field 2. |
|
<F2> |
To specify no starting date. The contract price will take effect immediately. |
|
Format |
MMDDYY |
|
Example |
Press <F2> to specify that this contract pricing will take effect immediately |
4. End effect date
Options
Enter the date of the last day the contract price will be in effect or use an option:
|
<Enter> |
To use the displayed date (defaults to last end date entered). |
|
<F2> |
To specify no starting date. The contract price will be in effect until it is deleted. |
|
Format |
MMDDYY |
|
Example |
Press <F2> to maintain this contract price in effect until it is deleted |
5. Price code
Options
The price code you specify in this field will override the price code on the item or service you specified above. If you specify a category, this price code will override the price code for all items or services in the category.
Enter the price code that you created in Inventory Control for this item or use an option:
|
<Blank> |
Leave this field blank if you want to specify a fixed contract price in the price fields below. Fixed contract prices can only be used if you are entering a contract for a specific item or service as opposed to a category. |
|
<F5> |
To enter a discount percent for this contract price. |
|
Format |
Up to 2 characters. |
|
Example |
Type C1 to use this Inventory price code for this contract price |
6. Price-1
This is the first of five prices that may be used for the contract price. This would be the highest price charged for the item.
|
Note |
Services only allow one price level. |
Options
Enter Price-1 for this sale or use an option:
|
<Blank> |
To enter zero for price-1. |
|
<F2> |
To use price-1 from the item or service record. |
|
Format |
9999999.999 |
|
Example |
Type 33 |
7. Price-2
This will be the next highest price charged for the item. If the specified price code only uses price-1, this price will be ignored.
Options
Enter price-2 or use an option:
|
<Blank> |
To enter zero for price-2. |
|
<F2> |
To use price-2 from the item record. |
|
Format |
9999999.999 |
|
Example |
Press <F2> to use price-2 from the item |
8. Price-3
This will be the lowest price charged for the item. If the specified price code only uses price-1, this price will be ignored.
Options
Enter price-3 or use an option:
|
<Blank> |
To enter zero for price-3. |
|
<F2> |
To use price-3 from the item record. |
|
Format |
9999999.999 |
|
Example |
Press <F2> to use price-3 from the item record |
9. Price-4
This will be the lowest price charged for the item. If the specified price code only uses price-1, this price will be ignored.
Options
Enter price-4 or use an option:
|
<Blank> |
To enter zero for price-4. |
|
<F2> |
To use price-4 from the item record. |
|
Format |
9999999.999 |
|
Example |
Press <F2> to use price-4 from the item record |
10. Price-5
This will be the lowest price charged for the item. If the specified price code only uses price-1, this price will be ignored.
Options
Enter price-3 or use an option:
|
<Blank> |
To enter zero for price-5. |
|
<F2> |
To use price-5 from the item record. |
|
Format |
9999999.999 |
|
Example |
Press <F2> to use price-5 from the item record |
11. User lower ’Special Sale Price’ ?
Your entry in this field will determine whether lower sale prices should override contract pricing. You will be given three choices:
|
Y |
Always use lower sale price |
|
N |
Ignore sale prices |
|
O |
Option to accept or reject a lower sale price at the time the order or invoice is entered |
|
Format |
1 character, either Y, N or O |
|
Example |
Type Y to always use lower sale price |
Field number to change ?
If this is a new sale price record, you will be allowed to make changes to any field displayed on the screen.
If this was an existing sale price record, you will not be allowed to change field number 1 or 2. You will also be offered the option to delete this record using <F3>.
Options
Make any desired changes and use an option.
|
<Enter> |
To save the information you have just entered. |
|
<ESC> |
To discard the information as entered. |
Use this selection to print out a list of Contract Prices. You will be able to print this list in sequence by customer #, by item or service # or by category.
Select
Contract prices from the Reports, prices menu. The screen displays as follows:
1. Print sequence by
You may print the Contract Prices List either by Customer #, by Item/Service # or by Category.
|
1 |
To print by customer # |
|
2 |
To print by item or service # |
|
3 |
To print by category |
|
Format |
One number, either 1, 2 or 3 |
|
Example |
Type 1 to print by customer number |
If you elect to print by customer number, you will be prompted for starting and ending numbers.
2. Starting customer #
Options
Enter the starting customer number for the report or use the option:
|
<F1> |
To default to the “First” customer |
|
Format |
Up to 12 characters |
|
Example |
Press <F1> for the “First” customer |
3. Ending customer #
Options
Enter the ending customer number for the report or use the option:
|
<F1> |
To default to the “Last” customer |
|
Format |
Up to 12 characters |
|
Example |
Press <F1> for the “Last” customer |
If you elect to print by item/service number, you will be prompted for starting and ending numbers.
2. Starting item/svc-#
Options
Enter the starting item or service number for the report or use the option:
|
<F1> |
To default to the “First” item or service number |
|
Format |
Up to 15 characters |
|
Example |
Press <F1> for the “First” item or service number |
3. Ending item/svc-#
Options
Enter the ending item or service number for the report or use the option:
|
<F1> |
To default to the “Last” item or service number |
|
Format |
Up to 15 characters |
|
Example |
Press <F1> for the “Last” item or service number |
If you elect to print by category you will be prompted for starting and ending categories.
2. Starting category
Options
Enter the starting category for the report or use the option:
|
<F1> |
To default to the “First” item or service number |
|
Format |
Up to 5 characters |
|
Example |
Press <F1> for the “First” category |
3. Ending category
Options
Enter the ending category for the report or use the option:
|
<F1> |
To default to the “Last” category |
|
Format |
Up to 5 characters |
|
Example |
Press <F1> for the “Last” category |
4. Full or brief format ?
Two forms of the list are available for printing. The brief format will print complete information for each contract price. The full format will print complete information and item and code descriptions.
Enter one of the following:
|
B |
To print the list in brief format |
|
F |
To print the list in full format |
|
Format |
1 character, either B or F |
|
Example |
Type F to print the Contract Pricing List in full format |
Field number to change ?
Options
Make any desired changes in the parameters entered for the report or use one of the options:
|
<Enter> |
To print the report |
|
<ESC> |
To discard all parameters and re-enter |
This selection allows you to purge contract prices from your system. You may purge contract prices for one customer or for “All” customers.
Select
Purge contract prices from the Utility menu. The screen displays as follows:
You will be prompted to enter customer number for whom you wish to purge contract prices.
|
Note |
Care must be taken to protect valuable data when using this function. It is quite easy to remove all records from Contract Prices. |
Customer to purge
Options
Enter the customer for contract prices that are to be purged or use an option:
|
<F1> |
To purge contract prices for “All” customers |
|
<F2> |
To scan through the customers |
|
Format |
Up to 12 characters |
|
Example |
Press <F1> to purge special sale prices for all customers |
When the <F1> option is elected, the field will be filled with “All”.
Ending cut-off date
Enter the cut-off date for the purge. Any contract prices with an ending date on or before this date will be purged from Contract Prices.
Options
Enter a date or use the option:
|
<F1> |
To purge contract prices for all dates |
If a specific customer was specified in the previous field, using <F1> here will purge all contract price records for that customer regardless of the ending date.
If “All” customers were specified in the previous field, using <F1> here will purge all the Contract Prices.
|
Format |
MMDDYY |
|
Example |
Type 123106 |
Any change ?
You will be prompted to answer Y or N to any change in the purge parameters that were entered. The default is N.
If you elected to purge contract prices for “All” customers and for all dates, the following message will be displayed.
*** WARNING WARNING WARNING ***
*** ***
*** You are about to purge the entire ***
*** contract pricing file. ***
Are you sure ?
You will be given an option to abort the purge process.
|
Y |
Type Y to purge Contract Prices |
|
N |
Type N to abort the purge process and return to the main P/S menu |
If you answer Y, a period of processing will follow and you will be prompted to return to return to the main P/S menu.
Purge complete - press <ESC>