Price tables and price profiles

In this article, you will learn how to use price tables and price profiles to work with different rates in AdminPulse.

You will also learn how to link a price table to a relation, how to set a default price table for new relations, and how to index and adjust prices.

Good to know

With price tables, you can vary the price of registrations in two ways:

• To use different prices for different customers, you link different price tables in their relation file.
• To use different prices for different employees, you create different price profiles. You then enter different prices for each price profile.

If you do not work with different prices, one price table (Default) with one column is sufficient.

💡 If you want to work with different prices per employee for one relation and with fixed rates for another, create a price table with different prices in the different columns for the first relation. For the other relation, enter the same price in all columns.

Price tables

You can find the price tables under Registration > Price tables.

The default price table

Initially, there is one price table: the default price table. This table contains the default prices and has one column. Because this table forms the basis for your prices, you cannot delete the default price table.

To adjust a price, click the amount, change it, and click outside the amount to save.

👉 You cannot delete a price table while it is set as the default price table for an own company.

Add a price table

To use a different price for one or more customers, you can add a price table. Once the table has been created, you can adjust the prices for that table.

1. Click Create new price table.
2. Enter a name for the price table.
3. Click OK. The new price table immediately appears in the list of price tables.

💡 When you create a new table, the prices are copied from the price table that is selected in the list at that moment.

Set the default price table per own company

Do you work with multiple own companies and multiple price tables? Then you set the default price table for new relations per own company via Settings > General settings > Own company > Invoicing configuration.
Under Default price table for new customers, you set which price table is filled in by default for new relations.

👉 This setting only fills in the price table automatically for new relations. Existing relations are not changed.

Assign a specific price table to a relation

By default, a new relation follows the default price table of the own company. To use different prices for a relation, link the correct price table in the relation file.

1. Open the relation file.
2. Go to the Invoicing section, under Invoice data and Settings.
3. Open the list at Price table and select the desired price table.

From now on, the prices from that table are applied to this relation.

💡 At assignment level: an assignment uses the price table set on the relation by default, unless another price table is set on the assignment itself.

Assign a price table to multiple relations at once

You can also apply price tables to multiple relations at once via a batch operation in the Invoicing planning screen.

1. Go to Relation files > Invoice schedule.
2. Select the desired relations.
3. Open Batch operations and choose Edit price table.
4. Choose whether you want to adjust the price table of the selected relations or of the assignments, and select the desired price table.
5. Click OK. The action is performed in the background.

💡 You can also clear the price table of the selected assignments. The assignments will then use the price table set at relation level again, instead of the exception that was set at assignment level.

 

Index or adjust a price table

Index prices for time, product/cost or distance

In the price table, you can easily index or otherwise adjust amounts of the type Time, Product/cost or Distance with the Adjust amount button.

1. Go to Registration > Price tables.
2. On the left, select the price table you want to adjust.
3. You can then select the price list items. You can also select them all at the top. 
4. Click Edit amount.
5. You can then choose whether the adjustment applies to all price tables or only to a specific price table. You can also choose whether the adjustment applies to all price profiles or only to a specific profile.
   In the Method field, you can choose between:
   • Percentage: adjusts the price by a percentage. Use a positive percentage to increase the price and a negative percentage to decrease the price. Then choose a rounding method.
   • New amount: replaces the price with a new amount.
   • Add amount: adds a fixed amount to the existing price. Use a positive amount to increase the price and a negative amount to decrease the price.
6. Check the example shown to verify that the adjustment is as expected.
7. Click OK to confirm.

👉 Important:

• Adjust your rates before you invoice.
• Are there already registrations that need to be invoiced at the new price? Then you must recalculate those registrations. Adjusting only your rates is not enough.
  If you do not do this, registrations will be invoiced at old rates and correcting this afterwards is often more cumbersome.

Adjust prices manually

You can also adjust the prices directly in the price table. Click the price you want to adjust. The field then becomes editable:

Recalculate rates / prices from a specific period

If adjusted prices must apply from a date in the past, you can use the Recalculate registration prices button.

1. Go to Registration > Price tables.
2. Click Recalculate registration prices.
3. Select the date from which the recalculation should be done.
4. Choose the price table, price profile and price list item.
5. Select a specific user if needed, or leave this empty to apply it to all users.
6. Select a specific relation if needed, or leave this empty to apply it to all relations.
7. Limit the recalculation to an own company if you work with multiple own companies.
8. Also choose whether manually changed prices should be overwritten or not.
9. Confirm with OK.

At the bottom, you can see how many registrations will be adjusted based on the selected criteria.

👉 Note: only registrations that are not linked to an invoice proposal or invoice will be recalculated.

Price profiles

If you want to use different prices for different employees, you can add price profiles. You do this under Settings > Price profiles.

Initially, there is one price profile (Default). This profile is assigned to all employees.

💡 Do you work with multiple price profiles? You can recognize the default price profile by the yellow star next to its name. This profile is used when no other price profile has been set for an employee.

Click + Add to add a profile. You only need to enter a name. Once a profile has been added, an extra column appears in each price table:

When this column is added, the prices from the default price profile are copied. To use a different price for the new profile, you still need to adjust the prices in that column.

To apply the rates linked to this new profile to an employee, you still need to assign that profile to the employee. You do this under Employees.