When product costs change on a Purchase Order or Receipt of a created Purchase Order, it may be necessary to update the selling prices of those products. Selling prices can be changed directly from the Purchase Order and a prompt can be set to remind the user to change the selling prices.

This requires a Purchase Order to be created first, to record the change in cost price. Creating a Receipt, that doesn’t have a corresponding Purchase Order doesn’t allow the selling price to be changed.

Enabling the prompt

To enable the prompt for changing selling prices when costs are changed on a Purchase Order, navigate to the Settings module and open the Supplier Purchase Order and Payment Settings. Choose Edit and then enable ‘Prompt to update selling prices when cost price is changed’.

Updating the selling price when a cost price is changed

If the prompt setting is enabled the prompt appears alerting you to the change any time a cost price is changed on a Purchase Order, or Purchase Order Receipt:

Choose No to leave the selling prices unchanged or Yes to update the selling prices, bringing up the Price Levels window.

Change the prices as required and choose Save & Close. This saves the selling price updates, which are applied to the products when the Purchase Order Receipt is posted.

If the prompt setting isn’t enabled, when the cost price is changed, a new icon is displayed by the Unit Cost ($) figure:

Selecting this icon opens the Price Levels window, allowing the selling prices of the product to be changed.

When viewing the Price Levels pop up prompt, any prices that have been changed will show an information icon.

Hovering over the information icon will show the current selling price of that product at that price level.

How to reset the price changes

To reset the selling prices of products on a Purchase Order where the costs have been changed open the line to bring up the fields for that line.

Open the pop-up menu by using the blue dollar sign icon:

This opens the pricing menu. The previously entered price changes can be reverted on an individual line basis by using the reset line icon at the end of the line, or by resetting all lines using the Reset All button:

These options restore the products sell prices to what they are currently listed at on the products. Choose Save & Close to complete the price reset.

Price change warning

When opening a previously created Purchase Order, if the selling price of a product has been updated, a message will show at the bottom of the screen advising that the product selling price has been updated:

In addition to the message, a warning icon will display beside the Unit Cost on the Purchase Order:

This warning is designed to alert you to the selling price changed between the time the Purchase Order was saved and the current date. Review the product selling price on the Purchase Order to ensure that it is correct and if required reset it and re-enter in the desired price if it's different from the current product price.

Job Purchase Orders

Purchase Orders created from Jobs function in a very similar way, with one small exception. Any selling price changes on the Job Costing tab of a Job Purchase Order, only impact the selling prices of the product on the job and not the regular product selling price.

All created Job Purchase Orders can be found on the Purchase Orders tab of the Job:

These purchase orders can be opened from the PO# to view the contents of the saved Purchase Order.

When viewing any selling price changes by using the dollar sign icon beside the Unit Cost ($) figure, Job Purchase Orders display a second tab:

The Price Levels tab is the same as it would be for non-Job Purchase orders, and any changes made here will impact the regular selling price of the item.

However, the Job Costing tab of the product allows changes of the selling price for the product in the job.

This ensures the products for the job can be sold at a specific price, different to the standard product selling price.