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Brewery

Setting Up Customer Price Lists

Setting Up Customer Price Lists

Not every customer pays the same price. Your taproom might get one price on kegs, your distributor another, and your local restaurants a third. Price lists let you save a set of special prices once, then assign that list to the customers who should get them. When you add items to one of their orders, BarSight fills in their price for you.

Before You Start

  • Managing price lists needs edit access to packaged products (Access Level 47).
  • Your products need packaging groups with default prices. A price list only overrides those defaults, so a product and packaging group combination has to exist first. See Defining Packaging Groups.
  • Price lists belong to a facility. If you have more than one, switch to the right facility before you create or assign lists.

How Price Lists Work

A price list is simply a named list of override prices. For each product and packaging group, you can either leave the price blank to use your normal default, or enter a different price for that list.

For example, you could create a list called Wholesale where a 50L keg of your IPA is $200 instead of the usual $220, and leave everything else blank. Customers on that list pay $200 for the keg and your default price for everything else.

A price list only changes the price. Tax, deposits and other fees still come from your normal setup.

Step-by-Step Instructions

Step 1: Create a Price List

  1. Go to Brewery → Packaged Products.
  2. Click Price Lists in the top toolbar.
  3. Click Add Price List.
  4. Enter a Title, such as Wholesale or Restaurants.

[SCREENSHOT: The Price Lists page with the Add Price List button highlighted]

Step 2: Enter Your Override Prices

Below the title, the Product Prices box lists every active product and packaging group with its Default Price next to an Override Price box.

  1. Use Filter Products to find the product you want.
  2. Type the special price in the Override Price box. Rows that say No Override will keep using the default price.
  3. Repeat for each product that should have a special price.
  4. Click Save.

[SCREENSHOT: The Product Prices table with a few override prices entered]

To remove an override later, open the list, clear the price box so it is empty, and save.

Step 3: Assign the List to a Customer

  1. Go to Brewery → Customers and open the customer.
  2. In the Pricing box, choose your list from the Price List dropdown. Leave it on No Override for customers who pay default prices.
  3. Click Save.

You can also jump straight to your lists from this box with the Edit Price List button.

[SCREENSHOT: Customer form Pricing box with the Price List dropdown open]

Step 4: Create an Order

Create an order for that customer as usual. When you add a product, BarSight uses the customer's list price if the list has one for that product and packaging group, and the default price if it doesn't. The order shows the name of the customer's price list in orange, or Default Pricing if they have none. See Creating Customer Orders.

Managing Your Price Lists

The Price Lists page shows each list with the date it was created and how many items it has overrides for.

  • Click a list to edit its prices.
  • Click Rename to change its title.
  • Click Delete to remove it. This can't be undone, and all of its override prices are deleted with it.

Tips and Best Practices

  • Keep lists broad and few, like Wholesale and Restaurants, rather than one per customer. It is much easier to update one list than twenty.
  • Only fill in the products that actually differ. Blank rows follow your default pricing automatically, so a later change to a default price flows through.
  • Override prices need to be above zero. A price of 0 is treated as "no override" and the default price is used instead.
  • Some regions have fixed pricing rules for certain customers, such as BC liquor stores. Those rules take priority over a price list.
  • The customer's price list name is included in the order and sales data that BarSight sends to Google Sheets, which helps when you review sales by customer type.

Troubleshooting

Problem: A product is missing from the price list.

Solution: Only active products with an active packaging group appear. Check that the product and packaging group are both online and that you have defined the pairing in your product's packaging settings.

Problem: An order shows the default price even though the customer has a price list.

Solution: Open the price list and make sure that exact product and packaging group has an override price entered. Also check that the customer is saved with the list selected, and that the price list was created for the same facility.

Problem: I changed a price list but an existing order didn't change.

Solution: List prices are applied when an item is added to an order. Edit the existing line to change its price, or remove and re-add the item.

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