Wholesale and retail pricing

The same candle might be $24 at your own stall, $12 to a shop downtown and $10.50 to the distributor who takes a pallet. A price list is a named sheet of prices. Once a client is on one, their quotes, orders and invoices use its prices.

The list you start with

A new workspace has one list, Default, under Items → Price lists. It's for anyone with no list of their own. You can rename it and add more, such as a wholesale sheet, a distributor sheet or one for a stockist with their own terms. One list is always the default.

The default list's prices are your items' own prices. There's one price per item, not two: changing an item's price on its Pricing tab changes it on the default list, and the other way round. So every item has a price on the default list. It can be 0, but it can't be empty. The default list has no markup rule and no rounding; those are for the other lists.

An empty sheet changes nothing. A new list starts empty, so a client on it pays the default list's price for anything it doesn't price. The client's price list picker marks a list with no prices set and links to it.

Making another list the default

Tick Make this the default list in a list's List settings. Prices move with the flag, so nobody's price changes by accident:

• Each item takes the new default's price as its own price, where the new list has one. Items it doesn't price keep their price.
• The old default keeps today's prices: it gets a price for every item, at what the item cost a moment ago. A client still on the old list pays what they paid before.

Adding and deleting a list

New list sits at the top of the page, next to Back to items. To remove a list, open it, go to List settings and click Delete this list. The prices on it go with it; documents already written keep the prices they were written with.

• The default list: pick the list that becomes the default, then delete. Each item takes the new default's price as its own, where that list has one. If it's your only list, add another first.
• A list clients are priced off: the box shows how many, and you pick the list they move to.

Filling in a sheet

The grid lists everything you sell, with this list's price next to each. Type a price and press Save prices. Clearing a price takes the item off the list, and a client on it pays the default list's price instead. On the default list the prices are the items' own, so each one needs a price.

Two more boxes can sit next to each price. They are for trade lists, so they stay hidden until the list uses them. To add them to a list, tick Show minimum and case pack above the grid:

• Min. order qty: the least a client may order of that line.
• Sold in packs of: the multiple it's sold in, such as 6, 12 or 18.

Once any item on the list has one, the boxes show on their own. Both are checked when a document is written. Put three on a line with a minimum of six and OrderDen warns you as you type, and again when you save.

Quantity breaks

An item can have a lower price for larger orders on any list, such as $1.25 each, $0.95 from 100 and $0.80 from 500. Click Add a quantity break under the item in the grid, type the From qty and the Price, and press Save prices. Add as many as you need; the × removes one.

The item's own row is the first band. It starts at its Min. order qty, or at 1 when there's no minimum. Each break has to start above that. Clearing the item's price takes it off the list with its breaks.

On the default list the first band is the item's own price, and the breaks above it apply to anyone with no list of their own.

A rule for the blanks

A list other than the default can have a markup over cost, such as "50% over cost, rounded up to the nearest .50". The rounding choices are the ones your pricing rules have: up to the nearest .05, .25, .50, .99 or whole, or exact. An item with no price on the sheet is priced by the rule when a line is priced, so a new item has a trade price from the day you add it. The rule uses the item's cost as its cost source gives it: the bill of materials's cost for something you make, the average cost for something you buy. So these prices follow the cost.

Fill from the rule writes the rule's price onto the sheet for every item that has no price yet. It skips materials and items with no cost. A price it writes is then a fixed price on the sheet and no longer follows the cost. Tick Recalculate prices I typed too to overwrite prices already on the sheet.

It shows what it will do first: how many prices it sets, and the first ten with their price now and after. Nothing changes until you click Fill. After a fill, Undo fill removes the prices it added and puts back the ones it replaced, once.

Putting a client on a list

Use the Price list picker on the client's Sales tab.

Which price wins

When a line is priced, OrderDen goes down this list and stops at the first answer:

1. The client's own price for that item, set in the item's Applies to clients card.
2. The client's price list, if it prices the item (by hand or by its rule).
3. Your default list, which is the item's own price.

Once a list answers, the line's quantity picks the band from its quantity breaks: the highest From qty at or below the quantity. A line below the first band's quantity still takes the first band's price, and the minimum warning shows. Under each line's price, the form names the list and the band, such as Wholesale, 100+ or Default, 1+. Change the quantity and the price moves to the new band, unless you typed the price yourself. The note isn't shown on the PDF or the share page.

The line records which one it used, so the order still says why it's priced as it is, and the margin panel can tell a trade price from a typed one.

A price you type always wins. It's kept as typed and marked typed in. A line left at zero is what asks the lists, so to give something away, use a 100% line discount instead of a zero price.

Every price at once

The first card on an item's Pricing tab, Prices, has a row for every active list, the default first: the price, Min. order qty, Sold in packs of and the margin it leaves. A list's quantity breaks show under its name, such as from 100: $0.95; you change them on the list's grid. Change any of them and the row says not saved yet; Save prices saves every row at once. Clearing a price on a list other than the default takes the item off that list, and the gray figure shows what a client on it pays instead. The Pricing calculator below it can put a worked-out price on any list with Add to price list. See Pricing guidance.

Importing a trade sheet

Choose Import on the items list (or in Company Settings → Your data), then Price list prices. The file needs a price list name, a SKU or item number, the price, and optionally the minimum, case pack and From quantity.

For quantity breaks, give an item one row per break, each with its From quantity and price. Those rows are the item's whole set of breaks on that list: the lowest is its price and minimum, and a break the file leaves out is removed. A file that gives an item no From quantity sets its price and keeps the breaks it has. The list has to exist first, so a typo can't create a new one.

Wholesale against retail

Reports → Wholesale vs retail splits the period's orders in two and compares their margin, after card processing fees. Each order is counted under the client's current price list. It counts orders only, so an invoice raised without an order isn't in it.