When this happens, the system allows creating Prebooks with no price. However, once the user creates the PO and assigns a unit cost for the items, the system will automatically calculate the sales price (based on the financial settings and the company's GPM) and will update the Prebook with the new sales price.
In certain cases, users may not be certain about the sales price of a particular product until the cost of the product is confirmed.
Creating a Prebook With No Sales Price
Go to Prebooks & SO's > Add Prebook.
Enter the product information and leave the product Price field (sales price) blank.
Click on the "Add" button to add the item.
Click on Save button.
Once the Prebook is saved, the system will flag it with a red "$" symbol on the "Prebook Summary" tab. This way the user is aware the Prebook has an item that has not been priced nor purchased.
After the Prebook has been created, the process remains the same for creating a PO.
Go to Purchase Orders > Add PO. When adding the Prebook items to the Purchase Order, the system will show a suggested price based on the last purchase of the same product. Double click on it to add it.
Make sure to also include the cost and click on Add button.
Once the PO is saved, on the Prebook Summary>>Details, the system will replace the pending purchase item price with the red "$" with a new "Suggested Price" icon (blue $) which indicates that the Prebook now has a suggested price.
The suggested price is calculated taking into account the product cost, the estimated origin-destination freight, the duties (when applicable), the truck freight (if applicable), the inbound freight cost (when applicable), and the GPM configurated by the company. The system also takes into account the Additional Charges of the PO for calculating the suggested sales price.
The system also allows the salesperson to review all the items that have a pending price so that they can be updated and confirmed quickly from the Prebook Summary screen. A price status filter is available here to identify orders with a Pending Price, a Suggested Price or Confirmed Price.
If the Prebook item is added to a Purchase Order and a suggested price is added, but for any reason, the Prebook item is returned to the purchase needs, the system will clear the suggested price and mark it with a red dollar sign.
Finally, the salesperson can edit the Prebook and either confirm the suggested sales price or increase the sales price as needed, in this case, the system will mark the Prebook with a gray icon as shown on the next GIF.
The user profile has a new checkbox with the title "Allow Price Changes on Purchased Items" that will determine if the user can or cannot approve the final price that is set for a Prebook after the products have been purchased.
Roles enabled to perform this action: Admin, Sales Manager, Sales, Allocations, Procurement Manager.