How to manage periodically changing Price List

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Posted on by MittalPatel

Hello, I am using Dynamics CRM 2013 Online and We received revised price list with product details every month from the Vendor which may include new products or some products may got retired. Please note our once of our Vendors is Microsoft and they have License products divided in these MOLP, OVL, OVS, OVS-ES and School groups. One Sales Invoice may include products from two different months (i.e. two different price list), but we can set new process in case it is difficult in CRM. In above scenario, how to manage my product price list? 1. What would be the Best practice to update periodically changing price list? Where I want to make sure my existing records doesn’t get effected with changed price. 2. If we deactivate the Current Price List and import new one, then what about the Active Orders, Quotes and Invoices of February 2014? 3. I think if any price list item is attached with any Active Records, then system will not allow to Deactivate it. What do I do in this Case? 4. Do we need to keep Version History of Price Lists? 5. How can we add multiple products from different Price list in one invoice? 6. What should be my monthly process to change the price list and products updates. Your guidance will help me to design the better system. Thanks.

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Hosk on at

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RE: How to manage periodically changing Price List

I think you will need to import the prices on a regular basis, you can do this using the import functionality in CRM.

I don't think you want to deactivate a prices list but update it.

You can turn on auditing for price lists items if you want to see historic prices values or you could also keep a record of the price list import records

I think on invoices there is a price lock value, which locks the prices paid on the products on the invoice, I think this functionality also exists on

This blog post describes the mechanisms

www.magnetismsolutions.co.nz/.../update-invoices-when-product-prices-change-lock-price

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MittalPatel on at

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RE: How to manage periodically changing Price List

Hello Ben,

Thank you very much for your Response on this.

Still I am not clear about the below points, if you could please more elaborate on this.

As you said,

1. I think you will need to import the prices on a regular basis, you can do this using the import functionality in CRM.

My Question : If we import new Price list every time, then don’t we need to take any actions on older ones? How would user know which Price List to Select while making the Invoice/Quote?

2. I don't think you want to deactivate a prices list but update it.

My Question : Is there any Best Practice to update it? Or We should just go to each item and check for the Updates and do it accordingly.

3. I think on invoices there is a price lock value, which locks the prices paid on the products on the invoice.

My Question : I understand this, but if any User forgets to Lock the Price, then we update the Price List, it will change in Invoices which are not locked for the prices. Is there any way to revert back ?

4. My Question : Is there any way we can create one Invoice from different Price Lists ? Please note one of our Vendors is Microsoft and they have License products divided in these MOLP, OVL, OVS, OVS-ES and School groups. One Sales Invoice may include products from two different months (i.e. two different price list)

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Hosk on at

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RE: How to manage periodically changing Price List

1. If you imported a new price list every time, you would end up with lots and lots of price lists.

2. I don't know if this is best practise, I'm not sure I have seen a best practise for this.

3. you can make CRM so this is automatically set, you can even disable users from changing it. You could make approval system. CRM is very configurable but if a user changes something they shouldn't then you need a process for this.

4. Out of the box you cannot create invoice with products from different prices lists, you can probably modify the system to do this but this will probably come at a cost in complexity and you will need to change the quotes/opportunities/invoices and it would take a lot of customization I imagine.

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Nizar JLASSI 2 on at

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RE: How to manage periodically changing Price List

Hi METALPATEL,

I had a similar issue, and the solution that w used is to :

1 - Create a new custom field with Two Options data type on product entity called "Can Get Lastest Price List".

2 - Create a Default Price List with a basic price list for all products.

3 - Develop a Scheduled Task on a local server (or azure server if you are using azure plateform). this task get every month an xml file from an FTP Location. This xml file contains all products with their price for the period (current month) and their status (Active/Inactive). And it create a new Price List called "Price List Month/Year".

4 - The same task do a loop on all products and update Price List field when the "Can Get Lastest Price List" field == Yes. For the other products having "Can Get Lastest Price List" == No, they will not be updated.

5 - If there is no no xml file, you have to choose between leting the last Price List or using the Default Price List.

Good Luck.

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Nizar JLASSI 2 on at

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RE: How to manage periodically changing Price List

About using more than one Price List in an order or an invoice :

I think that it's not possible (with the standard) because these entities had only one Price List (required Lookup).

I join my voice to Ben, If you want to use many Price Lists in one order or invoice you need make something very complex.

Good luck.

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MittalPatel on at

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RE: How to manage periodically changing Price List

Thank you all for the Responses.

I was thinking of this same Approach to import Price lists every time with the names like Pricelist_FEB2014, Pricelist_MAR2014.

But the concern was, down the time I will have lots of Price lists in the system. And I will not be able to delete them.

Thank you,

Mittal.

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Nizar JLASSI 2 on at

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RE: How to manage periodically changing Price List

Hi Mittal,

You need in your Schedueled Task to select all Price Lists != (Default Price List and Price List Last Month) and make them inactive. And You don't have to delete them.

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