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Running sales using Price books

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Price books enable you to offer special pricing and loyalty amounts. These can be restricted to certain customer groups or outlets, enabling you to have sophisticated pricing strategies for your store.

You can also automate the start and end dates of sales, which makes it easy to plan and set up in advance.

Once you set up a price book, the pricing will automatically apply for eligible customers and outlets when you, or your staff, process a sale in the sell screen.

What are Price books used for?

  • Target pricing to groups of customers: Reward your customers by setting up customer groups for staff, VIPs, local businesses, and offering them bargains.
  • Target pricing for one store: Run an outlet store or a wholesale store, or a special available in one outlet/store only.

Setting up a new Price book

To set up a price book:

1. Navigate to CatalogPrice books

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2. Click Add Price book

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3. Enter the settings for your price book:

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  • Name - A recognizable name for your price book (like summer clearance sale, or VIP pricing)
  • Customer group - Who the pricing applies to. This can be all customers or a specific group of customers. To learn more about creating customer groups, click here.
  • Outlet - Which stores the pricing applies to. This can be all stores or a specific store. If you want the same pricing in 2 or more stores, but not in all stores, you'll need to create multiple price books. Check out the instructions on replicating price books below.
  • Valid from - the date you want your pricing/sale to start. Leave blank to start immediately.
  • Valid to - the date you want your sale/pricing to end. Your sale will run up to (but not including) this date. Leave it blank for an ongoing sale.

Finally, click the Save Price book button

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Adding products to a Price book

There are three ways to add products:

  1. Adding products individually - this is great for sales with a few products.
  2. Import a CSV spreadsheet - this is great for sales with a large number of products
  3. Duplicate an existing price book - this helps you to run custom pricing for a number of stores, or different groups.

1. Adding products individually (Mac, PC, or iPad)

1. In the Add from catalog search bar, type the name or SKU of each product you want to add

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2. Select the desired product from the drop-down

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3. Once selected, click Add

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Each product will be added to your price book with its current supply price and retail price, as well as loyalty amount if you're using Retail POS loyalty.

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Adjust the pricing

  • Increasing or decreasing the supply markup %
  • Apply a discount percentage
  • Use the yellow field at the top to apply the markup or discount change to all products on the page
  • Manually altering the retail price

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Set the loyalty

  • If your product uses your loyalty ratio, the loyalty amount will adjust as you change the price of the product
  • If your product has a custom loyalty amount, this will stay fixed
  • You can switch from ratio to custom or vice versa. You may like to do this if you don't want to offer loyalty on sale items. Click the link below each loyalty value to change to fixed or to use the default

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Set quantities

  • Set minimum and maximum unit quantities - this enables you to restrict the number of items a customer can buy at a discounted rate or require a minimum amount purchased to receive the rate.
  • You can add the same product to your price book multiple times. For example, you could set one price for 0-2 products purchased, and one price for 3 or more purchased. 

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2. Add products using a CSV import.

You can import products in bulk to create a price book. This enables you to:

  • Filter and export a product list from your Retail POS account, for example, all products from one supplier or brand.
  • Export a price book you've already made, and reimport it.

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This is useful if you want to run the same, or similar sales, across some, but not all, of your stores.

We suggest exporting a list of your desired products from your Retail POS Catalog:

1. Navigate to Catalog > Products and use the filters to select your desired products.

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2. Click Export List and select CSV format from the drop-down options.

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3. Download the Price book CSV template here and use your Catalog Export to input the following information:

  • Handle [Recommended] - the product handle must match an existing product in Retail POS
  • SKU [Mandatory] - the product SKU must match an existing product in Retail POS
  • Retail_Price [Mandatory] - the final price for the product. You can also leave this as the current retail price, and update the discount using the price book discount fields. If your store is tax-exclusive, this is your before-tax price. If your store is tax-inclusive, this is your after-tax price.
  • Loyalty_value [Optional] - the loyalty value you'd like set for this product. Leave it blank to use your store's loyalty ratio. If you want $0.00, you must put a 0 in the field.
  • Min_units [Optional] - the minimum number of units the customer needs to purchase to get this price
  • Max_units [Optional] - the maximum number of units the customer can purchase to get this price

4. Once you've created your CSV file, click Choose file and attached the CSV file. Retail POS will qualify the CSV and add the products to the Price book

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3. Duplicate an existing price book

To save time, you can duplicate any of your existing Price Books (including the General Price Book, which has all your products).

This will create an identical copy of the Price Book. You can then edit the new Price Book to add or remove products and change the Price Book details like name, outlets, and dates.

Creating the copy

1. Navigate to CatalogPrice Books

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2. Click the name of the Price book you wish to duplicate

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3. Click Duplicate Price book

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3. A warning message will pop up where you will be prompted to confirm the duplication request. While the price book is duplicating, it's very important that you don't change the original price book in any way. Click Confirm. The duplication may take several minutes.

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4. You will be returned to the main Price books page. The new price book will show as Duplicating. You can refresh the page to check if the duplication has finished.

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Editing the duplicated copy

Once the Price book has been duplicated, you can click on the pencil to edit the Price book details.

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Here you can:

  • Change the name
  • Change the customer group
  • Change the outlet
  • Change the dates
  • Import more items
  • Remove existing items
  • Adjust discount, markup, and other amounts

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Once you're done editing the Price book details, click Save Price book to finish

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  Hint

Want to create a price book with all your products? Create a duplicate of your General price book, which is an up-to-date list of your current products.

Exporting a Price book

1. Navigate to CatalogPrice books

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2. Click the name of the Price book you wish to export

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3. Click Export Price book to export it as a CSV file

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  Important

Exported price books will have an ID for every item. If you want to use your exported file to create a NEW price book, rather than edit an existing one, please delete the ID column.

Updating a Price book

To edit an existing price book, open the Price Book you want to edit.

You can:

  • Click Edit PricebBook to update the price book, by adding or removing products, or changing the pricing.
  • To edit a product in your price book, search it using the Filter list. By entering the product name or SKU and clicking Filter, this will show all matching results allowing you to edit your product. Filter-list-pricebook.png
  • Complete a bulk update by exporting the price book and updating the spreadsheet.

When editing an exported spreadsheet to update an existing price book:

  • Keep the ID column. This ensures that we update the pricing on the correct product.
  • To ADD a new product, leave the ID field blank. We will create an ID for that product when you import it.
  • You cannot remove a product from a price book via CSV import.

Once you've finished editing the price book:

  • Save the changes.
  • Click the Edit Price book button on the price book page in Retail POS.
  • Click the Choose file button, and select your updated price book CSV file.
  • Click the Save Price book button. Your price book will update.

Deleting a Price book

1. Navigate to CatalogPrice books

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2. Click the name of the Price Book you wish to delete

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3. Click Delete Price book

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  Important

Retail POS will always apply the lowest price for a product if there are multiple prices available in custom price books or the general price book.

This means you cannot use a price book to increase the retail price of a product for certain outlets.

E.g when a product with a retail price of $50 is included in a price book and set to $60, the product will remain $50 on the sell screen as this is the lowest price.

You can increase the retail price and use price books to decrease the retail price for certain outlets or time periods while maintaining the product at the same retail price for other outlets or periods of time.

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