Overview: Why We Use This Feature
Sales Price Lists are where your facility stores agreed pricing so it does not have to be re-entered on every order. A Price List holds a set of priced rows, and each row carries a Unit Price, Quantity, and Unit Type. Once a list is assigned to a Customer or to an individual Sales Order, those prices pre-fill the line items on that order, which is what feeds downstream Invoices and sales reporting. The lists themselves are created and managed in one place, so a price change is made once rather than order by order.
The benefit is speed and consistency. Sales reps do not have to remember or look up negotiated pricing for each account, contract pricing stays uniform across everyone entering orders, and tiered pricing can be expressed once at the Sub-Type or Item Type level instead of item by item. Assignments are made to one customer or to many at once. Actions taken on a Price List and on the records it is assigned to are written to Activity History.
One part of this feature is not something you click. When a Price List is applied to a Sales Order, Canix resolves which price to use automatically, working down from the most specific match to the least. Knowing that order is usually what explains an unexpected price on an order.
In this article the following actions are covered. For creating and managing the orders these prices flow into, see Guide to Sales Orders in Canix.
Create a New Sales Price List: Canix users can easily create and manage Sales Price Lists in Facility Data. Create the list, give it a name and an optional description, then add the Items you want to pre-fill prices for when creating a Sales Order.
Assign Sales Price Lists: A Sales Price List can be assigned from three places: from the Price List itself, from one or more Customer profiles, or from an individual Sales Order. All three attach the same list; they differ only in where you start and how many records you are assigning at once.
Configure Pricing by Sub-Type or Item Type: Sales Price Lists can be configured using four pricing bases: Product, Item, Sub-Type, and Item Type. Only one pricing basis can be active per list. Sub-Type and Item Type let you price a whole category in one row instead of adding every Item individually.
How Pricing Resolves on a Sales Order: This is automatic behavior rather than an action you take. When a price list is applied to a Sales Order, Canix checks the specific Product or Item first, falls back to the list’s Sub-Type or Item Type price, and then falls back to your existing pricing.
Glossary
- Sales Price List: A saved set of prices that can be assigned to Customers or Sales Orders to pre-fill line item pricing.
- Pricing Basis: The level a list prices at. The four options are Product, Item, Sub-Type, and Item Type. Only one can be active on a given list.
- Product: A grouping of Items sold under one saleable definition. Available as a pricing basis.
- Item: An individual inventory item record. Pricing at this level applies to that one Item.
- Sub-Type: A category beneath an Item Type used to group similar Items. Pricing at this level covers every Item in the Sub-Type.
- Item Type: The broadest Item classification in your Facility. Pricing at this level covers every Item of that type.
- Unit Price: The price entered for a row on the Price List, used to pre-fill the line item price on a Sales Order.
- Quantity: The quantity entered alongside a Unit Price, defining the amount the price applies to.
- Unit Type: The unit of measure the Unit Price and Quantity are expressed in (each, grams, pounds, and so on).
- Fallback Pricing: The pricing Canix applies when a Sales Order line item has no match on the assigned Price List at any level.
- Assigned Customers: The Customers attached to a Price List, whose new Sales Orders pre-fill from that list.
- Facility Data: The area where facility-level reference records, including Sales Price Lists, are created and maintained.
Prerequisites & Setup
Before beginning, ensure the following requirements are met:
- Permissions:
- Sales permissions are required to create Price Lists and to assign them to Customers and Sales Orders. Analyze & Support > Admin & Settings > Permission Groups > Admin > Facility Data > Sales Price Lists
- Sales Price Lists: View: Allows the user to open the Sales Price Lists page and see existing lists and their prices.
- Sales Price Lists: Edit: Allows the user to create a list, add or remove priced rows, change the pricing basis, and add Customers to the list.
- Necessary Data:
- Items must already exist in your Facility before they can be added to an Item-based Price List.
- Sub-Types and Item Types must already be configured in your Facility before they can be added to a Sub-Type or Item Type based list. Only Sub-Types and Item Types available in your Facility appear in the search.
- Customers must exist at Transact > Sales Management > Customers before they can be assigned to a list.
Step-by-Step Instructions for Each Action
Watch the demo video here or follow the steps below for details on how to Create, Assign, Edit and Manage Sales Price Lists:
Create a New Sales Price List
Important Considerations for Create a New Sales Price List
These “pro-tips” and warnings help avoid common pitfalls:
- Field requirements: A Name is required for the Price List. The Description is optional. For each Item added, enter a Unit Price, Quantity, and Unit Type.
- Only one pricing basis can be active per list. Adding Items sets the list to an Item basis. If you need Sub-Type or Item Type pricing, choose that basis before building the list out, since selecting it disables the other options.
- Nothing is saved until you select Save. Save after naming the list, and save again after adding and pricing your Items.
- Adding an Item to the list does not price it. The row is added first, then the Unit Price, Quantity, and Unit Type are entered on the row.
- A Price List has no effect until it is assigned. Creating the list only makes it available. See Assign Sales Price Lists.
- Use the description field to record what the list is for, such as the contract, tier, or effective period it represents. It is the fastest way to tell similar lists apart when assigning them later.
Step by Step Instructions for Create a New Sales Price List
Follow these steps or watch the demo video to complete each workflow.
- Navigate to Transact > Sales Management > Sales Price Lists and select Create Price List
-
Complete the details for the new Price List:
- Name for your pricing list
- Assigned Customers: select the customers that the price list should apply for
- Price List Description: add additional details explaining the structure of the pricing if helpful.
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Add Items & Products: Only Items that exist in your Facility are available to select
- Set the Price & Unit for each product
- View Sales Price Lists: Once you have created your Sales Price List, you may continue to manage it in Transact > Sales Management > Sales Price Lists
Troubleshooting for Create a New Sales Price List
If you encounter an error, check these common scenarios before contacting support.
- The Item you want is not in the Add Item search. Only Items that already exist in your Facility can be added. Create the Item first, then return to the Price List.
- The list saved but no prices appear. Adding an Item creates the row only. Reopen the list and enter a Unit Price, Quantity, and Unit Type on each row, then select Save.
- The Sub-Type and Item Type options are greyed out. A pricing basis is already active on this list. Only one basis can be active at a time, so clear the existing basis or create a separate list.
- Your prices are not appearing on Sales Orders. A Price List does nothing until it is assigned to a Customer or selected on the order itself.
- You cannot find the Sales Price Lists page. Sales Price Lists is a Facility Data record. If the menu path above does not match your instance, confirm your navigation and your Sales Price List permissions.
Assign Sales Price Lists
Important Considerations for Assign Sales Price Lists
These “pro-tips” and warnings help avoid common pitfalls:
- Three entry points, one result. You can assign from the Price List, from one or more Customer profiles, or from a single Sales Order. Assigning from the Price List or the Customers page attaches the list to the customer going forward. Assigning from a Sales Order applies it to that order.
- Assign from the Customers page to do several customers at once. Select multiple customers before opening Actions rather than repeating the assignment one profile at a time.
- The Sales Price List field sits at the bottom of the Customer Information section on the left side of a Sales Order, which is easy to scroll past.
- Save after assigning from the Price List. Adding customers with + Add Customers is not committed until you select Save.
- Assigning from a Sales Order overrides what the customer would otherwise get for that order only. Use it for one-off or negotiated pricing rather than editing the customer’s standing list.
- Assign the list before adding line items where you can. Prices pre-fill as line items are added, so assigning first saves re-checking prices already on the order.
Step by Step Instructions for Assign Sales Price Lists
Follow these steps or watch the demo video to complete each workflow.
Assign Customers from the Sales Price List
- Navigate to Transact > Sales Management > Sales Price Lists and open your list
- Once you have created a new sales price list and added all of your desired Items, you can assign current customers to the list by selecting + Add Customers
- Select Save to save your Sales Price List & assigned customers
Assign from a Customer
- Navigate to Transact > Sales Management > Customers
- Select a customer, or multiple customers
- Select Actions > + Assign Price List
- Search for and select a Sales Price List & Select Assign
Assign from a Sales Order
- Navigate to Transact > Sales Management > Sales Orders
- Select or create a new Sales Order
- In the order details section with customer information use the Select Price List option
- Search for and select a Sales Price List and save by selecting Assign
Troubleshooting for Assign Sales Price Lists
If you encounter an error, check these common scenarios before contacting support.
- The customers you added to the list are not there when you reopen it. Adding customers is not saved until you select Save on the Price List.
- The customer you want is not in the + Add Customers search. The customer record has to exist first. Create it at Transact > Sales Management > Customers, then return to the list.
- You cannot find the Sales Price List field on the Sales Order. It is at the bottom of the Customer Information section on the left side of the order, below the customer details.
- Line items on the order still show the old price after assigning a list. Prices pre-fill as line items are added. Check the prices on items that were already on the order before the list was assigned.
- The price on the order does not match the list. Canix resolves prices from most specific to least. See How Pricing Resolves on a Sales Order.
Configure Pricing by Sub-Type or Item Type
Important Considerations for Configure Pricing by Sub-Type or Item Type
These “pro-tips” and warnings help avoid common pitfalls:
- Only one pricing basis can be active per list. Selecting Sub-Type or Item Type disables the other options, so a single list cannot mix bases. Use separate lists if you need both.
- Field requirements: Select a pricing basis, add the Sub-Types or Item Types you want to cover, and enter a price for each row.
- Only Sub-Types and Item Types available in your Facility appear in the search. Configure the category first if it is missing.
- Item Type is the broader of the two. Pricing at Item Type covers every Sub-Type beneath it, so use Sub-Type when you need different prices within one type.
- A specific Product or Item price still wins. Category pricing is the fallback, not an override. See How Pricing Resolves on a Sales Order.
- Quick-add from the Sub-Types table. From any Sub-Type’s row in the Sub-Types table, use the Assign Sales Price List action to add it directly to a Sub-Type-based price list.
Step by Step Instructions for Configure Pricing by Sub-Type or Item Type
Follow these steps or watch the demo video to complete each workflow.
- Navigate to Sales Price Lists and open or create a list
- Under the pricing basis toggles, select Sub-Type or Item Type. This will disable the other options
Use the search bar to find and add Sub-Types or Item Types available in your Facility
- Enter a price for each row
- Select Save to save your Sales Price List
Troubleshooting for Configure Pricing by Sub-Type or Item Type
If you encounter an error, check these common scenarios before contacting support.
- The Sub-Type or Item Type toggle will not select. Another pricing basis is already active on this list. Only one basis can be active at a time.
- A Sub-Type or Item Type is not in the search. Only categories available in your Facility can be added. Configure it in your Facility first.
- A line item is not picking up the category price. Confirm the Item actually belongs to the Sub-Type or Item Type you priced, and that the list is assigned to the customer or the order.
- Some items on the order are priced and others are not. Categories not added to the list have no price on it, so those line items fall through to your existing fallback pricing.
How Pricing Resolves on a Sales Order
Important Considerations for How Pricing Resolves on a Sales Order
These “pro-tips” and warnings help avoid common pitfalls:
- This is automatic. There is nothing to configure here. It describes how Canix chooses a price once a list is applied to a Sales Order.
- Specific beats general, every time. A Product or Item price on the list is used ahead of a Sub-Type or Item Type price, even when the category price is lower.
- A price on the order is not proof the list was used. Where nothing on the list matches, your existing fallback pricing applies and the line item still shows a price.
- Check the assigned list first when a price looks wrong. Most surprises come from the wrong list being attached rather than the resolution order.
How It Works for How Pricing Resolves on a Sales Order
This is a sequence Canix runs when a price list is applied to a Sales Order, not a set of steps to follow. Canix uses the following priority:
- If the specific Product or Item has a price defined on the list, that price is used first
- If not, pricing falls back to the list’s Sub-Type or Item Type price
- If no match is found, your existing fallback pricing applies
Troubleshooting for How Pricing Resolves on a Sales Order
If you encounter an error, check these common scenarios before contacting support.
- A line item priced higher than the category price you set. The Item or its Product has its own price on the list, and specific pricing is applied ahead of category pricing. Remove or update that row to let the category price apply.
- A line item was not priced from the list at all. Nothing on the list matched the Item at any level, so your existing fallback pricing applied. Add the Item, its Product, or its Sub-Type or Item Type to the list.
- Two customers with the same list see different prices. Check whether one of the orders has a different list selected on the order itself, which applies to that order.
- You cannot tell which list produced a price. Open the Sales Order and check the Sales Price List field at the bottom of the Customer Information section.
System Impacts & Dependencies
Changing data in one area often triggers updates elsewhere. Understanding these relationships is critical for data integrity.
| Action Taken | Impacted Area | Description of Change |
|---|---|---|
| Creating a Sales Price List | Sales Price Lists | The new list appears in Transact > Sales Management > Sales Price Lists and becomes available to assign. It has no pricing effect until assigned. |
| Adding and pricing Items on a list | Sales Orders | Unit Price, Quantity, and Unit Type pre-fill the matching line items on any Sales Order the list applies to. |
| Selecting a Sub-Type or Item Type basis | Sales Price List | The other pricing bases are disabled on that list, so Product and Item rows cannot be used alongside category rows. |
| Adding Customers to a Price List | Customer Records | Each selected customer is assigned the list, and their Sales Orders pre-fill from it. |
| Assigning a Price List from Customers | Customer Records | The same assignment applied from the Customers page, to one or several customers at once. |
| Assigning a Price List on a Sales Order | Sales Order | That order draws its pricing from the selected list, in place of what the customer would otherwise receive. |
| Any Price List pricing | Invoices & Reporting | Line item prices carry through to the Invoice generated from the order and to sales reporting built on those totals. |
| Any Price List action | Activity History | The action is logged in the record’s Activity History. |
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