Best Practices for Pricing

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Before we get started into the specifics of how orders are priced it is important that you become familiar with a couple of terms used throughout these instructions:

On the Order Entry Detail screen, make an entry in the Price field and press Enter.

Use this option in special cases such as when an order has a special price not known to the system. When a price is overridden, the program recalculates the extended price and re-displays the screen for verification. Press Enter again to accept the entry. When a price is overridden, a pricing method of X is shown to the right of the Ship-Dt field.

Leave this field blank if you want the system to price the order using all the standard, special, promotional, and quote or contract pricing for the customer.

— Item File Pricing Screen (F9 on the Item File) if an item is not assigned a price class or a customer does pricing at the item level.

— Some examples are cut vs roll price, direct ship vs inventory price, and full pallet price

— If no promotion price beats the regular price, then the regular price is used.

— If the pricing search encounters a fixed promotion, the search stops and that price is used regardless if it the lowest price or not.

— This file is generally not used. The Promotion File is usually more effective. However the system does check when searching for the best pricing.

1. The system first checks for customer’s regular pricing, via the Cust Price List# field in the Billto File (FIL 1).

This two-character code is the default pricing level for this customer. You can create multiple pricing levels in your system and assign each customer a default level. For example, you might have a builder’s price (B1) and a list price (LP) for each item. You would use LP pricing for cash (over the counter) sales and B1 pricing for builders.

Note: The Price List is not mandatory in the Billto File, but it is mandatory in Order Entry. If blank, Order Entry will prompt you for one. Best practices is to always assign a price list# in the Billto File.

Price list codes are created in the Classification Codes File. The following codes are examples of system-provided codes:

AC can also be used for serialized items, and considered actual cost. Each serial number/bin location carries its own cost, which is rarely averaged. When the AC code is used, order entry retrieves the average/actual cost as the basis for the price.

2. The system then checks the Price Exception Screen (F9 from the Billto File). A pricing exception is a price list number or promotional program other than the customer's regular price list number assigned on the Billto Profile Screen. If there is a pricing exception established it overrides the Cust Price List established in the Billto File.

For example, a customer might normally be assigned price list A1, but for a certain manufacturer or item number the customer can be assigned to price list B1. Price exceptions are the most efficient way to handle special pricing. All pricing exceptions simply point to another established price list, that is maintained via the Price File.

The pricing exception codes are listed at the bottom of the screen. If there is a pricing exception for an item class (C) established, it overrides the price list during order entry. However, the item pricing exception overrides all other exceptions.

The first place the system checks for Item pricing is the Price File. This file establishes pricing structures called price classes, that can be assigned to groups of items. When items are assigned to the same price class, only the Price File needs to be updated when the pricing information changes.

1. The system accesses the Price File to check on item pricing by Price Class and Price List. The figure below displays the pricing options established for price class REXCEF and four different price lists (A1, B1, C1, and LP).

Field Name	Description/Instructions
Description	The description for this price class. Describe the group of items to which this price class applies. This field needs only to be entered on the LP record.
List Price	The price from which all other prices can be derived by adding or subtracting an amount or a percentage. You can assign whatever meaning you like to this List Price. It could be your retail price, your contractor price, your regular or standard price. It can also be a price that has no use except as a base from which to derive other prices. Every price class has only one list price, and it can only be updated when you specify price list number LP. However, all other pricing charts within the same price class can use the list price to base prices on.
End User Category	This field appears only for the LP record. It is used as part of the printed price list selection criteria and by the dial-in self-service Order Entry systems, such as Dancik’s Décor24. This field prompts you for a two-character code that represents your basic classes or groups of products, for the purpose of presentations to clients. It can be very similar to the Item Class 1 or Cost Center fields. However, you should purposely omit certain product lines from having any end user category, if you would not want them to appear on price lists or on customer dial-in Order Entry screens. Each end user category should represent a group of products that would appear on a single price list, or as a basic search selection category for a dial-in customer on your system. For example, your end user categories could be: VS - Vinyl Sheet Goods CT - Ceramic Tile VT - Vinyl Tile WD - Wood MA - Marble You code only the price classes you want presented to customers with one of the end user codes. A blank end user category eliminates the items in the price class from being used by applications that access the end user category. You can enter ? in this field to select from a list of available codes. These codes are established in the Classification Codes File.
U/M	This is the native unit of measure for the items in the price class. This unit of measure is the default for pricing, inventory inquiry, and sales analysis. You can also set up conversion factors on the system you can use to price, inquire about, and report in other units of measure. Although you can create your own unit of measure codes, the following codes are recommended: CT - Cartons EA - Each KG - Kilograms LB - Pounds LF - Linear Feet PA - Pallets PC - Pieces SF - Square Feet SH - Sheets M2 - Square Meters ST - Sets SY - Square Yards
Sub-list Price	This field is displayed for all pricing charts except LP. Whereas the list price is shared by all of a price class’s pricing charts, a separate sub-list is available for each pricing chart. It does not have to be filled in, and is only present to provide another price, if necessary, on which to base other prices. It can be useful if you have branch offices that need their own pricing, and can not be tied to an overall corporate list price. The sub-list can be referenced on the pricing chart using field code SL.
Tran-type	This is the transaction type to which the price relates. Valid entries are: I - The price relates to stock sales from inventory only. D - The price only relates to direct ships sales to your customer. Blank - The price relates to any sale (from stock or direct ship). For direct ships, order entry looks for a price with transaction-type D or blank. For inventory sales, order entry looks for a price with transaction-type I or blank.
Restr	This is a restriction code if one applies to the price. Valid entries include: R - For rolled goods, the price relates to full roll or roll balance sales only. C - For rolled goods, the price relates to cut sales only. M - For rolled goods, the price is a “mid price” between roll and cut. For any other goods, it is a “management authorized sales price.” The price is only used if an order entry operator specifically requests the M price. This feature is useful for high-pressure or competitive situations that requires salespeople or order entry staff to have some pricing leeway. For rolled goods, it offers a middle ground, short of offering cuts at roll prices. This code is considered an override. All lines that are priced with the M price are designated as M price lines, and can be analyzed on screen or on reports. M prices are not shown on customer price lists. Blank - The price has no restriction. The price is valid regardless of what restriction code, if any, is entered. Note: For a complete listing of valid codes, enter a “?” in the field and press Enter.
Qty	Use this field only if you have different unit prices based on quantity. Enter the quantity through which the price applies. If you specify quantity breaks, the last quantity listed should be 99999, as shown in the previous examples. An entry of 00099 in this field reads as “This price applies to quantities up to 99.” This field always relates to the unit of measure on the pricing screen.
Field	If you want the computer to calculate the price as a percentage of, or linked to something else, enter one of the following field codes: LP - List Price LC - Last Cost (unit cost of last receipt including freight and handling) AC - Average Cost (average unit cost of current stock on hand) SC - Standard Landed Cost (standard unit cost as entered in the Cost or Item Master Files. It includes standard freight and handling unit cost.) BC - Standard Base Cost (standard unit cost as entered in the Cost or Item Master Files excluding freight and handling) SL - Sub-List Price Note: In order to attain the simplest possible pricing maintenance, you should try to base as many prices as possible on LP (list price), or other field codes. If all prices are a percentage above or below list price, you can update them all by just changing the list price. If a price class has six pricing charts, and each pricing chart has five prices, all 30 prices can be changed at once if they are based on list price.
Variable%	If you want the system to calculate the price as a percentage of something else, and you have entered a field code (LP, LC, AC, SC, SL, BC, or L0-L9), enter the amount by which to multiply the field.
+/-	If you want the system to add or subtract a fixed dollar amount, and you have entered a field code, then enter a plus sign (+) or a minus sign (-) in this field, indicating whether to add or subtract the amount entered in the Variable % field.
Variable $	If the +/- field is used, enter the dollar amount to add or subtract. You can combine the use of the Variable % and Variable $ fields.
Price	If you have entered a field and a variable, the price will be calculated automatically, and you can leave this field blank. Otherwise, enter the unit price here. If you enter field codes AC or LC, this program does not calculate the price at this time. However, the price is figured at the time of order entry or quoting. This is because average and last costs are dynamic, and can change from transaction to transaction. If you enter a field code and a price, but not the variable%, the program will figure the variable%. The system will never automatically calculate a +/- dollar variable. Any price list that is linked to other prices automatically changes when the price it is linked to changes. For example, changing list price could change the price on multiple lines of a pricing chart, and for all pricing charts for the same price class.
Round Code	Leave blank or enter one of the following codes: R - If you want the prices rounded to the nearest cent value in the standard way. (Round down if last digit is 1, 2, 3 or 4. Round up if last digit is 5, 6, 7, 8 or 9.) U - If you want the price to be rounded up to the next cent value. D - If you want the price to be rounded down to the previous cent value. 5 - (Round to the nearest $.05 or $.10) 9 - (Round to the nearest $.09). This code causes numbers ending with 0 - 4 to round down to previous 9, and 5 - 8 round up to next 9. $ - Rounds prices to the nearest dollar. Fifty cents or over rounds up. Forty-nine cents and under rounds down. % - Rounds prices that end between $.01 and $0.99 up to the nearest dollar. & - Rounds prices that end between $.01 and $0.99 down to the nearest dollar. N - Rounds up to the next nine. For example if the price ends in any amount between .01 and .08 the system rounds it to $.09.
Terms Override	A single character payment terms code. Only enter a code here if normal terms are to be overridden whenever these prices (this pricing chart) are used. For example, if this pricing chart represents very special low-margin pricing, you can override terms to Net (no payment discount) whenever these prices are used. Payment terms codes are set up in the Payment Terms File. Terms overridden on this screen only override terms by product, not terms by customer. For example, if a customer is coded with terms code M (manufacturer’s terms by product), then this field can override the normal product terms that are found in the Product Line File. If a customer has any other terms, then those terms are fixed by customer and are not overridden at the line item level by this field. Refer to the chapters on the Billto File and Payment Terms File for more information regarding terms.
D/Del	D in this field indicates that this record will be deleted.
Changed	This field is automatically updated by the system. It displays the date the record was last changed. You can enter ? in any field that has a table of values on the system to select from a list of valid values. You can enter ? in the Payment Terms Code, Transaction Type, Restriction Code, and End User Category fields.

This Quantity Break Pricing screen shows three quantity break prices for this product. Each price relates to order quantities up to and including the respective quantity. In this example, all three prices are linked, with each quantity break lowering the price by $.25.

The Third Column Pricing screen includes a single entry that enables any order that relates to price list number C3 (column 3 pricing), regardless of transaction type or quantity, to use the L3 price from the LP record. In the above example, the price is the third level quantity break. Whenever the LP record is updated, this record is automatically updated too.

The Cost Plus Pricing screen uses a cost as a starting point, and uses a variable percentage greater than one, or a dollar add-on to create a price.

The Cuts at Roll Pricing schemes simply point both the cut and roll price lines to the roll price. In the example above, the C and R price lines point to the same price, L2. The L2 price is the price on line 2 of the LP record, which would be the roll price in this example. Whenever the LP record is updated, this record is automatically updated too.

Prices can also be entered directly into the Item File for each item number. In that case, you would not need to set up the Price File. We recommend you use the Price File unless your company has uniform pricing for all customers and does not have groups of items that are priced identically.

1. If an price class has not been assigned to an item, as shown below, the system tries to obtain pricing information from the F9= Prices/Costs within the Item File.

Field Name	Description/Instructions
Description	Item description as you entered it on the Item File Profile screen.
List Price	Price from which all other prices can be derived, by adding or subtracting an amount or a percentage. You can assign whatever meaning you want to List Price, for example, retail price or your contractor price. Customers can be assigned LP in the Billto File as a price list number, and charged the list price for all items.
Standard Last Cost	Same as standard landed cost; current replacement or market cost of this item, including freight and handling. The system also figures the actual Last Costs and Average Costs based on receipts. This field is user-controlled, and is never automatically updated by the system. As your suppliers update their prices and as freight rates change, you should update this field.
Standard Base Cost	Current replacement or market cost for this item from your supplier excluding all freight and handling costs. The system also figures the actual base cost, based on receipts. This field is user-controlled and should be updated when your suppliers change your prices for this item. The system never automatically updates this field. This is the default cost used on all purchase orders to suppliers for this item, unless the Cost File is used. You can use the Cost File to enter multiple costs based on supplier, quantity, and type of purchase. It can be overridden on the purchase order.
Price List #	The two characters shown directly to the right of the price class. This code relates to the Billto File in which each customer is assigned a price list number. Each price list number represents a price list that has been established. All customers are assigned a basic price list number, and, in some cases, alternate price list numbers for certain products. The examples use price list numbers such as A1, B1, and C1, as shown. You can assign your own meaning for each code. Every item should have a price for every price list number on which the item could appear. That way, the system has a price for every item to any customer. Price list numbers are defined using the Classification Codes File. When price classes are used, the price list number shows to the right of the price class at the top of the screen. When price classes are not used, this screen includes a price list number column.
Qty	Use this field only if you have different unit prices based on quantity. Enter the quantity through which the price applies. If you specify quantity breaks, the last quantity listed should be 99999 as shown in the above figure. If the Item File minimum quantity is set to all nines (99999), it is interpreted to mean to minimum quantity, and therefore, all customers are subject to the charge, regardless of the entry in the Billto File Minimum Charge field. Any other quantity (less than 99999) in the minimum quantity field applies only to customers whose Billto File is set to Min Chg = Y. You can use this option to enter minimum charges on certain products that override normally exempt customers. For example, you might want to apply a fixed handling charge when a certain item is sold, regardless of quantity. This option can apply to items that always require special paperwork or packing when sold. For rolled goods, minimum charges were applied only to cuts until Version 6, Release 2. With Version 6, Release 2, any minimum charge for rolled goods identified by codes H (handling charge) or P (packing charge) apply to any open (unsealed) roll, regardless of whether it is a cut or balance. Minimum charges for rolled goods with codes other than H or P still apply only to cuts.
Field	If you want to calculate the price as a percentage of something else, enter one of the following field codes: AC - Average Cost (average unit cost of current onhand) BC - Base Cost (standard unit cost excluding freight and handling) SC - Standard Cost (standard unit cost, including freight and handling cost) LC - Last Cost (unit cost of last receipt including freight and handling) LP - List Price For example, enter LC x 1.25 to charge Last Cost + 25%.
Variable%	If you want the system to calculate the price as a percentage of something else, and you have entered a field code (LP, LC, SC, AC, or BC), enter the amount by which to multiply the field. Observe the decimal point as displayed. This field is shown only if price classes are used.
Variable $	A dollar variable, preceded by a plus (+) or minus (-) sign indicating that the variable is added or subtracted.
List Price	List price from the Price Class.
per U/M	The native unit of measure. All prices relate to the unit of measure.
Price Class	The price class you assigned on the Item File Profile screen. It is followed by the two-character price list number being displayed. The default is LP (list price), although you can specify any price list number on the Item Profile screen before pressing F9.
Cost Class	The Cost Class you assigned on the Item Profile screen.
TT/RES	Transaction Type/Restriction Code. The transaction types and restriction codes are defined in the Classification Codes File. For example, I - Inventory, D - Direct, Restr R - Roll, C - Cut. These fields are shown only when price classes are used.
Price	Price as calculated by the Field X Variable%.
Minimum Qty	Minimum quantity you will sell, below which an extra charge is billed to the customer. Only enter a minimum quantity, if applicable. Press F9 again to update these minimum charge fields.
Below Min Chg$	Dollar amount to be charged each time a customer orders less than the minimum quantity. Observe the decimal point, as shown. The Order Entry program automatically creates a miscellaneous charge line whenever a line item quantity is below the minimum quantity.
Min Chg Code	Minimum charge code that represents the description of the charge. Codes are: B - Broken unit charge C - Minimum cut charge H - Handling charge M - Below minimum quantity charge P - Packing charge The code you enter causes its corresponding description to appear on the order and invoice.
G/L#	Enter the general ledger account number to which the minimum charge should be booked. This G/L number is entered on the order and invoice, and is shown on applicable reports.

Unique pricing situations can occur in situations where there are quantity breaks, inventory versus direct prices roll/cut instances.

Several of the special pricing situations are entered at the detail line during the order entry process.

In this example, pricing is influenced by the DIR (direct ship) entry in the Ware field and the C (cut pricing in the R field. The system checks the pricing file to see if these entries have special pricing.

Note: To display a complete listing of restriction codes, enter a “?” in the R field and press Enter.

After Steps 1 and 2 establish a “regular” price, the system next checks the Promotional Pricing File (FIL 30) to see if there is a promotion for this account and/or item.

The Promotional Pricing File includes provisions for special pricing, special costs, rebates, overbills, and contributions to funds such as for company trips and co-op advertising. It can also be utilized as an easy way to set up permanent pricing for special customers such as national accounts, employee accounts and Cost Plus accounts. Promotions that reduce your purchasing cost from your suppliers can also be maintained in this file.

A promotion is not limited to one of the above choices. You can include any number of entries for each promotional program number, and the entries can be a mix of any of the types listed above. For example, promotional program number AUST96 can apply to an item class, three manufacturers, five product lines of other manufacturers, and other price classes and specific item numbers. In that case, multiple Promotional Pricing File records would be created, but each would have the same program number.

The parameters listed above can be mixed in any way you choose. For example, a promotion can be assigned to all customers in branch ABC and regions NE and NF, except for customer types RT and CS.

Once in effect, Order Entry programs, price lists, and pricing inquiries reflect the promotional pricing. Order Entry always looks at all applicable promotions and picks the best price available to the customer and the best rebate available to your company.

Fixed promotional types are really fixed prices. They can be used for employee pricing, national accounts programs and other Cost Plus pricing. A promotional with an F supersedes all other promotion, and is always used for the transactions or customers assigned to it. If you want a customer or group of customers to always get a certain price regardless of other promotions that could effect them, use type code F to lock in these prices. Normally, the system looks for the best applicable promotion, with the best price.

The following example displays a fixed promotion created for a specific item number.

If this item (ARM68197401) was being ordered, the system would stop here to obtain the price (2.59 - roll price and 3.00 - cut price).

The following table describes the fields and options on the Promotional Pricing Screen.

Field Name	Description/Instructions
Description	Brief description of the promotional price being entered. This description appears on the Promotional Pricing File search and on the Promotional Pricing File listings.
Limit to Policy	Optional item policy code that limits the promotion to items that include the policy code you enter. For example, if you enter policy DI in the field, the promotion is considered only if the item being ordered contains policy DI in one of the Item File Policy fields. You can use this field to link promotions that automatically apply to items with policy codes such as SP (special) or DI (discontinued). Enter ? in the field to see a listing of all the policy codes.
Status	Optional status code that limits the promotion to serial numbers that contain the status code you enter. This status code relates to the status code at the serial number level only. For example, you could enter status code Z (indicating bargain price, priced to go, and so on) on certain serial numbers. Then, you can create a promotion with a limit to status Z. The promotion would apply only to serial numbers that have a status code of Z. Using this feature, you could establish promotions that apply to such items as aged serial numbers or small shade/dye lots. Enter ? in the field to select from a listing of all the status codes.
Type	Enter one of the three valid promotion type codes: M - The promotional price is sponsored by the manufacturer or supplier. H - The promotion is in-house and sponsored by your company. F - Not actually a promotional, but a fixed price which is most efficiently maintained using this file. This code is applicable to employee pricing, national accounts programs and other Cost Plus pricing. A promotion with an F supersedes all other promotions, and is always used for the transactions or customers assigned to it. If you want a customer or group of customers to always get a certain price regardless of other promotions that could effect them, use type code F to lock in these prices. Normally, the system looks for the best applicable promotion, with the best price. The type code appears on the Order Entry screen if a Promotional Price File is used. It is also one of the report selection parameters used when listing the Promotional Pricing File. These codes are also included in the Pricing Methods section of the Classification Codes File and each one has a Sales Analysis screen available. This means you can track the overall profitability of manufacturer-based promotions versus in-house promotions, and so on. Enter ? in the field to select from a listing of all the promotion type codes.
Sub-type	User-defined one-character code to further categorize the promotion. It is one of the report selection parameters when listing the Promotional Pricing File. Use this code to categorize promotions that include rebates from manufacturers or suppliers. Enter C or S to identify them. Other manufacturers might also require you to code the type of promotion for reporting purposes. These codes can help select specific types of transaction when trading information via EDI or tape with your suppliers. Enter ? in the field to access a listing of all the promotional file sub-type codes.
Terms Override	Use this field only if special payment terms are applied when this promotional price is given. Enter a valid terms code. Terms codes are set up in the Payment Terms File. Whenever this promotional price is used, this field overrides any normal terms for the customer or the product and is displayed on the Order Entry screen. This feature is applicable only if your terms are by product. Enter ? in the field to access a listing of all the payment terms codes.
Effective Date	Date, in MMDDYY format, on which this promotion should be activated. If you enter today’s date or earlier, the promotion takes effect immediately.
Ending Date	Date, in MMDDYY format, on which the promotion expires. If this date is earlier than today, the promotion is already considered expired. If this date is equal to today’s date, the promotion is on its last day, but still active. Expired promotions remain in the file so they can easily be reactivated by changing the expiration date. Promotions are only dropped from the file if deleted, by entering D in the D/Del field.
Hdlg cd	Handling codes; single-character fields. The first Handling Code field can contain entries affecting the price and fund amount. The second handling code field is for codes affecting the cost or rebate portion of a promotion. The only available code at this time is 2, affecting direct shipments as follows: Code 2, in the second Handling Code field, causes rebates applied to direct shipments to remain separate from the purchasing cost. Normally, when a rebate is applied to a direct ship, the net purchase cost is reduced by the amount of the rebate and no rebate is claimed. The original purchase is created at the cost minus the rebate. Code 2 treats the direct ship similar to a sale from inventory including a rebate. The purchase order keeps the rebate separate from the original cost. The supplier invoices for the original (higher) cost and issues a rebate later.
Mfgr’s Program #	Use this field only if this is a manufacturer- or supplier-sponsored promotion and you have assigned a different program number than the manufacturer or supplier number. If you trade information with this manufacturer or supplier, the EDI or tape includes this number if provided, or includes your promotion number if not provided.
Class	Use this field to categorize and list promos using the Promotional Listing. For example, you can have promo classes that determine whether or not a promo should be included on a price list.
ShipBy	This field allows for improved monitoring of active and expired pricing. It provides greater synchronization with your supplier’s system. The ShipBy date is not considered during Order Entry. This date is analyzed only when the order is invoiced using the Order Pricing Analysis Report. When running the Invoicing by Status Code Program, a Pricing Analysis Report can be generated to flag all lines with promotional pricing that has passed the ShipBy date. You then decide if the promotional price should be changed or accepted.
Tran Typ	This column can contain the following transaction type entries: I - This line applies to inventory or stock sales only. D - This line applies to direct ship sales only. Blank - This line applies to any transaction type. Special orders use the I code, since they are sold as if from stock. Enter ? in the field to select from a listing of all the handling codes.
Restr.	This column can contain the following restriction codes: C - For rolled goods, this line applies to cuts only. It is only used when operator requests a cut price. R - For rolled goods, this line applies to rolls only. It is only used when operator requests a roll price. M - For rolled goods, this line is a mid-price (between cut and roll prices). It is only used when an operator enters M. M - For any goods, this line is a management approved reduced price. It is only when operator enters M. Blank - This line has no restrictions. It can be used whether or not operator requests R, C or M. Only when an order entry operator specifies a restriction code in the R field on their screen does the system look only for a pricing line with that code. For example, if an operator enters C for cut, the system only accepts a price with the restriction code C, or with no restriction code. If an operator checks for a management authorized reduced price (by entering code M) the system will only accepts a price with the restriction code M, or with no restriction code. If you sell rolled goods, you should be aware of the roll/cut/balance three-way pricing option, which changes the way in which the R, C, and M codes are used in the Price and Promotional Pricing Files. Refer to the Company Settings program on the System Settings Menu.
Qty	Enter a quantity if this line is only applicable through this quantity. For example, if the price applies only to quantity up to 79, enter 79 here. The quantity must always be expressed in the item’s native unit of measure. For example, if tile has a native unit of measure of SF, then it is assumed any quantity entered in a promotional for tile relates to SF.
Price/Amount	Price, percentage, or dollar amount. The meaning of the entry in this field is defined by the P/$/% field.
P/$/%	This field defines the Amount field described above. Enter one of the following codes, or leave blank if this promotion does not affect pricing. P - Entry in the Amount field is a new unit price, which replaces the normal price when the promotion is used. $ - Entry in the Amount field is a dollar value that will be added to or subtracted from the normal price when the promotion is used. Enter a positive number in the Amount field to increase price, or a negative number to decrease price. % - Entry in the Amount field is a percentage. That percentage of the normal price is added to or subtracted from the normal price when the promotion is used. A positive number in the Amount field increases the price, and a negative number decreases the price.
Cost/Amount	Cost, percentage, or dollar amount is entered in this field if cost is affected by the promotion. The meaning of your entry in this field is defined by the C/$/% field.
C/$/%	This field defines the Amount field. Enter one of the following codes, or leave blank if this promotion does not affect cost. C - The entry in the Cost Amount field is a new unit cost that replaces the normal cost when the promotion is used. Normally, this is a lower cost than your usual cost. Order Entry and Invoicing programs automatically calculate the difference between an actual cost and this promotional cost when selling from inventory. The difference is stored as the rebate amount for that order. For direct ships or purchases, this cost replaces the usual cost. $ - The entry in the Cost Amount field is a dollar value that is added to or subtracted from the normal cost when the promotion is used. It is unlikely that you will ever enter a positive dollar amount, which would increase cost. You will usually enter a negative dollar amount, which is actually a rebate to be paid to you by the supplier or manufacturer. % - The entry in the Amount field is a percentage. That percentage of the normal cost is applied to the normal cost when the promotion is used. It is unlikely that you will ever enter a positive percentage amount, which would increase cost. You will usually enter a negative percentage amount, which is actually a rebate to be paid to you by the supplier or manufacturer. Entries that affect cost work differently when selling stock than when selling direct ship orders. When selling stock, cost reductions are considered pending rebates. It is expected that the supplier or manufacturer will issue you payment for the rebate amount for all sales utilizing the promotion. Rebates are clearly distinguished from the value of the inventory used. The actual value minus the rebate is used to calculate cost of sales and gross profit. Inventory is always reduced by the actual value. When selling direct shipments, cost reductions are not considered pending rebates, because you have not yet purchased the material. It is expected, however, that the supplier’s invoice to you will reflect the lower costs. The purchase order, which is automatically created when entering direct shipments, will reflect the lower cost. All sales analysis reports and screens will reflect the lower cost for both stock and direct ship orders. You can assign different promotional prices and costs for stock versus direct shipments by using the Transaction Type field. Refer to the examples in this section. Promotions that apply to the purchasing account (account #00001) work similar to direct ship promotions, in that cost reductions directly affect the cost that appears on the purchase order. For example, you could enter a new lower cost and the C code in this field for a period of time. If that promotion is applied to the purchasing account, then purchase orders issued during that period of time will reflect the reduced cost.
Points	This field can be used to assign points for a promotion. The points have no dollar value as far as accounting is concerned. They can, however, translate to prizes, dollar values, or merchandise. Points can be assigned to a fund or simply listed on reports that show total points. A promotion record can have a promotional price or promotional points, or both. For example, you can run an entire promotional campaign without any special prices using only points. Then the total points can be tabulated for each customer and translated into prizes or other compensation. The Points field is a five-digit numeric field. Points usually relate to each unit sold. For example, if you enter 200 points on the Promotional Pricing screen for vinyl sold by the SY, then each SY sold will get 200 points. One hundred SY would earn 20,000 points. Conversely, credits will reduce points. When using the Fund File, you can further define the use of points and specify whether points are per unit sold or per dollar sold.
Contribute to Funds for Marketing Program	This field is normally used only for overbills and points only promotions. This field directs the overbilled dollars, or the points (or both), to funds that have been entered in the Fund File for participating customers. All funds relate to a marketing program which has been set up in the Classification Codes File. You must enter the three-character marketing program code in this field to link this promotional record with any funds set up for the marketing programs. Steps for setting up funds for a marketing program: 1. Assign a three-character code to the marketing program. For example, GLF for the company golf trip. 2. Enter that code (GLF) in the Classification Codes File under marketing programs with a brief description of the program. 3. Enter the GLF code in the Customer File Marketing Program section of all participating customers. 4. Set up a Fund File record for each participating customer. The Fund File record requires the customer’s account number, the GLF marketing program code and other optional information, such as the goal of the fund, for example, $1,000.00 or 100,000 points in order to qualify for the golf trip. The Fund File then accumulates all overbills and points. You can set up a default Fund File record if each customer has the same rules and goals. Setting up a default fund eliminates the need to set up a record for each customer. 5. Set up any product overbills or point allocations in the Promotional Pricing File and enter GLF in the Contribute to Funds for Marketing Program field. You can also press F9 on the Promotional Pricing File screen and restrict this promotional record to customers that are in marketing program GLF. By using the above method, you can have any number of marketing programs running simultaneously; every customer can participate in as many of them as they or you want. Enter ? in the field to access a listing of all the marketing program codes.
Last Change	This field is automatically updated. It displays the date the promotional record was last changed.
D/Del	Enter D in this field to delete the promotional record. When deleting a promotional record, also change the expiration date to yesterday’s date. Deleted records are not actually purged from the system until certain automatic maintenance jobs are run.

You can use the Customer Special Price File to enter special prices, which override the standard pricing set up in the Billto, Price, Promotional, and Item Files. Special prices are accessed by many programs including Order Entry, Quick Quoter, and Special Price Lists by Customer. Be careful not to confuse the Customer Special Price File with the Promotional Pricing File. In general, you should set up special pricing in the Promotional Pricing File rather than in this file. The most notable feature of the Customer Special Price File is that links special prices to a customer’s contract number or purchase order number.

Field Name	Description/Instructions
Type	The following are valid type codes: 1 - Special price for a manufacturer 2 - Manufacturer and product line 3 - Manufacturer and color number 4 - Item number 5 - PO number (or contract/job number) 6 - PO number and manufacturer 7 - PO number, manufacturer, and product line 8 - PO number, manufacturer, and color number 9 - PO number and item number P - Price class D - Delete You must complete the fields that relate to each code you enter. For example, for code 7, you must complete the PO# field, the Manufacturer field, and the Product Line field.
Item#	This field has multiple purposes. If you choose: 1 - manufacturer code, enter the manufacturer code in the first three positions. 2 - manufacturer code, enter the manufacturer code in the first three positions. 3 - manufacturer code and color number, enter the manufacturer code in the first three positions. Then, enter the next four-digits of the color number that is part of the item number. 4 - item number 5 - leave blank (fill in the PO# field only for this code) 6 - manufacturer code, enter the manufacturer code in the first three positions. 7 - manufacturer code, enter the manufacturer code in the first three positions. 8 - manufacturer code and color number, enter the manufacturer code in the first three positions. Then, enter the next four-digits of the color number that is part of the item number. 9 - item number P - price class (a six-character code)
Product Line	Product line code for special pricing for types 2 and 7 only.
Job/PO or Contract #	Purchase order number, job number, or the contract number of the special pricing for types 5, 6, 7, 8, and 9. An order only qualifies for this type of special pricing if this number is entered in the Cust PO# field or the Job Name field of the Order Entry Header screen.
Start Date	Date on which the special pricing is to start in MMDDYY format .
Expire Date	Date on which the special pricing is to end in MMDDYY format. Enter 123199 to continue indefinitely.
Xtra Chg%	Handling charge or discount that is applied to the special pricing item. If it is a discount, enter the number including the two decimal places and press Field Minus on the numeric keypad. This field assumes two decimal places. For instance, 700 is 7%. You can either enter an extra charge or discount, or a special price, but not both. If the figure is a handling charge, enter the number including two decimal places.
Spcl$ Price	Exact amount of the special price that is applied to the special pricing item. The price includes three decimal places as shown on screen. You can either enter an extra charge/discount or a special price but not both.
U/M	Unit of measure that applies to the special price, and to the quantity span. If you do not have a special price or a quantity span, then you can leave this field blank. If you enter a quantity span, you must enter a unit of measure. The special price is given only if you enter a quantity within the quantity span and in that exact unit of measure. For example, if you enter a 50% discount for U/M = PA (pallet), with a quantity span of 2 - 99999, you must enter two or more PAs on order entry to get the discount. Entries in any other unit of measure do not get the discount. Special pricing entered through the Promotional Pricing File does not have this special restriction, and the quantity can be entered in any unit of measure. If you choose to use this U/M restriction feature, both your customers and your customer service personnel should be aware that the special price applies only to the specific required unit of measure.
Qty/from	Enter the starting quantity of the special pricing item that is to be applied. If no minimum quantity exists, enter 0.
to:	Enter the quantity limit of the special pricing item. If there is no limit, enter 9999999.

Dancik Pricing Strategies

Dancik Product	Feature	Type of Output	Who Runs It	Comments
DES	RPL 1 Report	Paper Report	You	Easy to read. Long, because it is run by item. Computer report print style.
DES	RPL 4 Report	Paper Report	You	Easy to read. Very popular because it has been part of the Dancik system for many years. Lots of features to customize for each customer. Computer report print style. Can be auto-emailed, faxed, etc.
DES	RPL 8 Report	Paper Report	You	Easy to read. Designed primarily for ceramic tile. Computer report print style.
DES	RPL 10 Data Extract	Microsoft Word format, Excel format, HTML drilldown and your own custom formats	You	Can produce very nice output with your own fonts. But there is a learning curve and many users have never learned all the features. You extract the data and manipulate as needed. Dancik provides 6 standard formats that do not require customization. Best use case is for non-customer specific price lists. Output can be attached to Decor 24.
Decor 24	Decor 24 Product Search	Web screens	Your customer	Always up-to-date. Real-time. Always specific to the customer. This is one of the best options because you do not work to deliver this.
Decor 24	Decor 24 Price Lists	PDF, XLS, CSV, XML	Your customer	Always up-to-date. Real-time. Always specific to the customer. This is one of the best options because you do not work to deliver this, and one of the best options for your customer because they can get the paper or data they want anytime they need it. This is an excellent option for your customers that do not have B2B complaint systems.
Decor 24 with CMS	Decor 24 Download B2B Catalog	B2B 832 data file	Your customer	Up-to-date as of the day the B2B data file is created. Always specific to the customer. This is a good option for you, because you set it up once, and then set on auto-pilot. This is one of the best options for your customers that have B2B-complaint systems.
CMS	CMS 832 B2B Catalog	B2B 832 data file	You, but it can be set on automatic timer	Up-to-date as of the day the B2B data file is created. Always specific to the customer. This is a good option for you, because you set it up once, and then set on auto-pilot. This is one of the best options for your customers that have B2B-complaint systems.