Classic - PriceBook

What is the PriceBook?

The PriceBook lists everything your company sells or purchases. Each Item is assigned an item number that can be used on invoices (payable and receivable), inventory requisitions and returns as well as purchase orders. Items in the PriceBook are assigned a Sale Type (for items that can be included on an AR Invoice) and/or and Expense Type (for items that can be purchased, paid for or expensed) which tells Successware which General Ledger account to post to when the item is involved in a financial transaction.

 The advantages of using the PriceBook include:

1. Decreasing the opportunity for error during line item entry into invoices, purchase orders and during inventory control;
2. Simplifying the accounting process by eliminating General Ledger decisions at the time of entry,
3. The ability to establish flat-rate pricing through the creation of tasks, and
4. Allows for the analysis (reporting) of sales and expenses by item number.

For example, when you enter a line item on an invoice (whether Accounts Receivable or Accounts Payable), an inventory transaction or a purchase order, you select an item number from the PriceBook that represents that item.  The system automatically completes the description and cost/price entry.

Completing the PriceBook accurately will help to eliminate future errors greatly.

PriceBook Composition

The PriceBook consists of five Sections:

1. Parts
2. Labor
3. Miscellaneous Items
4. Tasks
5. Overhead Items

1. Parts are used individually for Purchase Orders, Accounts payable invoices, inventory, and Accounts Receivable invoices.  Parts can also be added as a detail on task items (flat-rate codes) to record the cost associated with a task to calculate the selling price of the task. Parts can be thought of as tangible objects.

• Buy
• Sold on a Time and Materials Invoice
• Use as Job Cost Detail on an AR Invoice
• Use as detail when building a flat rate task
• Use as Inventory stock items

2. Labor items can be used individually on Accounts Receivable invoices or for labor added as detail on task items. Successware uses the labor cost, along with the pricing formulas, to calculate the selling price of the task.

• Sold on a Time and Material Invoice
• Used as Labor Detail when Job Costing an AR Invoice

3. Miscellaneous items are used individually for purchase orders, Accounts Payable invoices, inventory, and Accounts Receivable invoices.  Miscellaneous items can also be added as details on task items to record the cost associated with the task, through use of pricing formulas, to calculate the selling price of the task. Miscellaneous items are intangibles, such as equipment rentals and permits.

• Buy
• Sold on a Time and Materials Invoice
• Use as Job Cost Detail on an AR Invoice
• Use as detail when building a flat rate task

4. Tasks are a compilation of parts, labor, and miscellaneous items that are used for line item entry on Accounts Receivable invoices. By using pricing formulas, the system will calculate the task price based on the cost of the parts, labor and miscellaneous items.

The Task section is where you will need to make an important business decision; how you intend to price your jobs. To accommodate a number of possible approaches the PriceBook can be set up in a number of ways:

• Comparative Pricing—by using comparative pricing, you will create flat-rate tasks with two prices; the national average retail price and your company’s price for any given task. A third column called “You save” shows your customer’s savings by comparing your company’s price to the national average retail price.
• Standard Pricing (using price levels)—when you use the PriceBook with Price Levels, you are creating a flat-rate task and then applying an additional price or reduce price to that task based upon predetermined circumstances. Successware allows you to add or subtract a flat percentage from the standard price of the task and/or add or subtract minutes of labor from the standard price of the task.

5. Overhead items are used for purchase orders and Accounts Payable invoices to record purchases, and payments, for items that are not direct cost items (i.e. rent, utilities and office supplies).

Each of the five sections of the PriceBook is composed of Categories, Groups, and Items. The diagram below displays the structure.

Keep in mind that a Section, such as Parts, can have any number of Categories, a Category can have any number of Groups, and a Group can have any number of Items.

Categories

Each Section contains Categories. Categories offer a high level of classification in the PriceBook. For example, the Parts Section might contain Categories such as Heating Parts, Plumbing Parts, Cooling Parts, etc. Sale and Expense Types are defined at the category level as well as the method of pricing that will be applied to the items within the category.

Groups

Each Category is further divided into Groups. For example, the Category Plumbing Parts may contain Groups of 1” galvanized pipe extenders, ABS/PVC DWV couplings, etc.

Items

Each Group contains individual PriceBook Items.   For example, the Group ABS/PVC DWV couplings may contain such items as 3” ABS/PVC coupling, 1 ½ “ ABS/PVC coupling, etc.

Pricing (Mark Up) Formulas

The PriceBook in Successware uses formulas, which are applied to the Standard Cost of an item, to determine the selling price of the item. The particular formula that you wish to apply to a PriceBook item is defined when creating the Category in which the Item resides.

Pricing formulas are used to calculate pricing in the following ways.:

• Part & Miscellaneous Item pricing—these formulas will allow you to establish the markup of Part and Miscellaneous items that you sell. This can be done by defining a straight markup or using a "sliding scale", where markup is dependant on price. This is called a Profit Margin Matrix.
• Labor pricing—these formulas allows you to calculate how you will price Labor to create comparative pricing for tasks.
• Task pricing—these formulas will be established based upon which method of PriceBook setup you plan to employ. All task pricing setups allow you to determine whether tax should be applied to items in the task and whether to add surcharges to the price of the task.

There are 3 methods of pricing that can be attached to a Category

• Manual Pricing- No formulas are used. Both the Cost and the Price of the items within the Category must be defined manually.
• Default Pricing- If the majority of your tasks will use the same labor rates, part and miscellaneous item markups, as well as surcharges and other additional charges, you can set up default pricing formulas that will automatically apply to each item that you create. These formulas are defined at the "PriceBook Level" and are then applied to any category as needed.
• Custom Pricing- You also have the ability to set up items to calculate with non-uniform pricing calculations by creating custom pricing formulas for individual Categories.

Each type of Item that you add to the PriceBook, with the exception of overhead items, has formulas that control how the Item is priced. Each Item type must have pricing formulas established before the Item can be created.

Opening the Default Pricing Formula Window

1. Click on the PriceBook Setup button in the upper-right corner of the PriceBook window and select Modify default pricing setup.

Entering Labor Pricing Formulas

Labor pricing formulas calculate the price you charge for labor by adding benefit costs and profit margins to your labor costs. The profit margin you enter for your labor pricing determines:

• How you price your labor, and
• Your comparative pricing (if you are using this pricing method).

1. Enter your company’s Standard labor cost/hr.
2. Enter your company’s Labor benefits multiplier. This is the a percentage that is added to the hourly wage you pay to account for such extras as payroll tax, unemployment insurance, employer contributed health insurance, etc.
3. Enter the percentage you want for the profit margin on labor.  The multiplier will default based on the percentage entered.  If you enter the multiplier, Successware will calculate the percentage.

NOTE:  The standard labor rate will automatically be calculated based on the standard labor cost, labor benefits multipliers, and labor profit margin that you establish in Successware.

Standard Labor rate = (Standard Labor Price * Labor Benefits Multiplier) * Labor Profit Margin. Example- (25 x 1.15) x 5= $143.75

4. The retail labor rate is entered by default but can be changed. It is used to compare against your labor rate for calculating savings to customers.
5. PriceBook retail margin—displays the difference between your standard labor rate and the retail labor rate both as a percentage and as a multiplier. Entering a percentage or multiplier will automatically recalculate The retail labor rate.

6. Choosing the APPLY RETAIL MARGIN TO LABOR PRICE ONLY WHEN CALCULATING RETAIL PRICE will base markup on the STANDARD LABOR COST instead of the STANDARD LABOR RATE.
7. Selecting calculate margins to greater precision will make multiple decimal places available.
8. Click Save to save and exit the PRICEBOOK DEFAULT PRICING SETUP dialog box. To exit without saving changes click Cancel.  To continue with another pricing setup, click on the appropriate tab.

Entering Part and Miscellaneous Item Pricing

The Part and Miscellaneous pricing setup are both handled in similar ways. In both cases, you will establish how much markup you want to add to the cost of Part and Miscellaneous Items when they are sold. The markup can be accomplished by means of a flat percentage that is applied across the board to all parts and Miscellaneous Items, or the markup can be established based upon the cost of the Item using the Successware Profit Margin Matrix.

1. Click on either the Parts or Miscellaneous tab in the PriceBook default pricing setup
2. Enter the profit margin percentage you wish to apply to parts or miscellaneous sales.  The system will calculate the multiplier and display an example.

3. Click Save to save and exit the PriceBook default pricing setup dialog box. To continue to other pricing setups, click on the appropriate tab.

-Or-

If you want to use the Profit Margin Matrix to calculate the price then select Use Profit Margin Matrix.

4. Click on the Matrix button to enter the Profit Margin Matrix

5. Press Insert on the keyboard to enter a new line.
6. Enter the minimum and maximum value of a cost you want effected by this level.
7. Enter the profit margin for this cost level or enter the multiplier. Entering either a percentage or a multiplier will automatically calculate the value of the other.
8. Press Enter or click Save to save the lines.  Click Cancel to delete the line without saving.  Press Insert to create additional lines until all the levels you want to create are finished.
9. After saving the final line, click Close to exit.
10. Click Save to save and exit the PriceBook default pricing setup dialog box. To continue with other pricing setups, click on the appropriate tab.

Creating Custom Pricing Formulas

If you are creating a Category of Tasks that does not adhere to the default pricing you set up for your tasks, you can create custom pricing for an individual Category. Custom pricing overrides the default pricing only for the selected Category.

Custom pricing can be set up while creating a new Category.  Custom pricing can also be added to an existing Category.

1. If you want to add custom pricing to an existing Category, right-click on the name of the Category and select Edit Category.

NOTE: If you are in the process of creating a new Category, move on the next step.

2. In the New/Modify Category Properties window, select the Change Pricing Method checkbox.
3. Select Use custom pricing setup for this category.
4. Click Save

5. If you are editing a Category which has Groups with varying Sale and Expense Types you will be asked to update all Sale and Expense Types to match the Category, or to only apply changes to Groups that match the Category. Depending upon what you want, click either Yes or No.

6. In the Category pricing setup screen, make the need adjustments to the values in the formulas.
7. Click Apply to save the changes
8. Confirm that you want to update the pricing values in the PriceBook.

9. The formula icon will appear in front of the Category to confirm that it uses custom pricing.
   

The PriceBook and the General Ledger

Before using the PriceBook, you will need to understand the relationship between the PriceBook and the General Ledger.

Successware is an accounting program, and its heart is the PriceBook. The PriceBook simplifies the accounting process by pre-establishing a relationship between the items you buy and sell and where they will post in the General Ledger. This is accomplished by assigning Sale and/or Expense Types to all Items in the PriceBook. These Expense and Sale Types are associated with individual account in the Chart of Accounts.

Expense Types and Sale Types

Expense Types and Sale Types are assigned to Categories and Groups in the PriceBook. The individual Items within that Category or Group inherit these Expense and Sale Types. Expense Types and Sale Types are used to determine what General Ledger account will be credited or debited when posting line items.  The General Ledger information included in an Expense and Sale Types includes: account, sub-account, a description and an optional department.

NOTE: Generally you would not set up an Expense or Sale Type with a default department number. By leaving the department blank, you will be prompted to assign a department when you use a PriceBook item that is assigned to that particular Expense or Sale Type. You will only set up a department on a Sale or Expense Type if items that you assign that type to are usually posted to a specific department.  For example, if you were to create an Expense Type of “rent” that is always charged against your administration department, you might include the administration department as the default department on the Expense Type.

For each expense account identified in your Chart of Accounts you need to create an Expense Type, and for each sales account identified in your Chart of Accounts, you will need to create a Sale Type. This allows for the appropriate debits and credits to be applied automatically to the correct accounts at the time of posting, without any further effort on the part of the person entering the transaction in Successware.

Expense Types

When any of these PriceBook items are added as a line item to an invoice or inventory transaction and the transaction is posted, the Item’s cost will be posted to the expense account that is linked to the item’s Expense Type.

Sales Types

When any of these PriceBook items are added as a line item to an Accounts Receivable invoice and the invoice is posted, the Item’s price will be posted to the sales account that is linked to the Item’s Sale Type.

NOTE: As a rule, Expense Types are used when posting Accounts Payable invoices and non-valued inventory items.  Sale Types are used when processing Accounts Receivable invoices.

Setting up the PriceBook

No matter how you plan to run your pricing, there are certain elements of the PriceBook setup that have to be completed. Depending upon how you plan to use the PriceBook to establish your pricing, some of these areas may need to be revisited later to have additional information added.

Before you begin using the PriceBook you will need to:

1. Set Sale and Expense Types,
2. Create Categories and Groups,
3. Set pricing formulas, and
4. Add Items.

Expense and Sales Types

Expense and Sale Types are set up when preparing your General Ledger, however you can edit the Sale and Expense Types from inside the PriceBook.

 

Editing Expense and Sales Types

1. Open the PriceBook.
2. Click on the PriceBook Setup button in the upper left corner of the PriceBook.

3. Select Reference Libraries and then select Expense or Sale types. The setup for each is identical.

The Expense or Sale Type window will open.

4. Press Ctrl+Enter to edit the list. You can also right-click on the list and select Modify Mode.
5. Click on a Sale or Expense Type and press Enter to edit the line, or press Insert to add a new item.
6. To save the Expense or Sale Type, press Enter.

NOTE: To exit a row without saving your changes press Esc.

7. To add additional Expense or Sale Types, press Insert.  Click the Close button (the “x” on the title bar) to return to the PriceBook.

PriceBook Categories

The first step to entering items into the PriceBook involves determining what categories you will add for each section of the PriceBook.  Categories are used to divide the different items you have within each section.  For instance, in Parts, you may have categories of Plumbing Parts, Heating Parts, Equipment, etc.

Creating a Category

1. Select the PriceBook section that you wish to add the category to.
2. Right-click in the section and select New then New Category (or press Ctrl+C).

3. Enter the name of the Category that will be stored in the PriceBook section. It can be alpha numeric, may contain spaces, and be up to 15 characters long.

4. Enter a description of the Category that will appear in the section of the PriceBook. It can be up to 40 characters in length.
5. Click on the drop-down arrow and select the Expense Type for the Category. The Groups and Items that are part of that Category will inherit that Expense Type.
6. Click on the drop-down arrow and select the Sale Type for the Category. The Groups and Items that are part of this Category will inherit that Sale Type.

NOTE:

• When creating a task category you will only be asked for a Sale Type.
• When creating an overhead category you will only be asked for an Expense Type.
• When creating a task category you will not be asked for an Expense Type.
• When creating an overhead task category you will not be asked for a Sale Type.

Successware will track the last price update and price formulas modified dates as you use the system.  The last price update is the date you last ran the automatic price update based on the pricing formulas.  The system does not track the last price update on manually priced items.

7. Select Change pricing method to select the pricing method for items in the category.

Option	Effect
Use manual pricing for this category	You must manually enter prices for each item.
Use the default pricing setup for this category	Will use the default pricing setup as defined in the PriceBook setup menu.
Use custom pricing setup for this category	Will allow you to setup pricing formulas to use for the items in this Category. The effects of this pricing change will only apply to this Category.

8. Click Yes to save the new category.

NOTE: If you opted to use custom pricing for this category, the system will display the custom pricing setup form where you will then define the formulas.

9. When a Category is saved, the system will attempt to update all Groups/Items in the Category to insure that they have the correct Expense and Sale Types.  You will be prompted for appropriate action at that time.

NOTE: If you are editing a Category which has Groups with varying Sale and Expense Types you will be asked to update all Sale and Expense Types to match the Category, or to only apply changes to Groups that match the Category. Depending upon what you want, click either Yes or No.

10. To add a new Category to the same section of the PriceBook, instead of clicking Save, click New at the bottom of the New Category Properties This will save the current Category and allow you to start creating a new one.

Category Icons

• The formula icon will precede Category names using default pricing.  
• The custom formula icon will precede Category names using custom pricing.
• Categories using manual pricing will have no icon.

PriceBook Groups

Groups are used to further divide the different types of items within a Category.  For instance, in the Category Plumbing Parts, you may have groups of Brass Pipe Extenders, Galvanized Pipe Extenders, ABS/PVC DWV 90 Ells, etc.  You will add at least one Group to each Category.

Creating a Group

1. Select the PriceBook Category that you would like to add the Group to.
2. Right-click on it and select New then New Group (or press Ctrl+G).
3. Give a name to the Group. It can be up to 15 characters in length.
4. Enter a description of the Group as you want it to appear in the PriceBook section. It can be up to 40 characters.

5. If you want to assign an Expense Type other than the one assigned to the Category in which this Group resides, choose one from the drop-down list.
6. If you do change the Expense Type, all of the Items that you add to this Group will inherit the Expense Type of the Group, not the Category. Task Groups do not have an Expense Type.
7. If you want to assign a Sale Type other than the one assigned to the Category in which this Group resides, then choose the Sale Type from the drop-down list. If you do change the Sale Type, all of the Items that you add to this Group will inherit the Sale Type of the Group, not the Category. Overhead Groups do not have a Sale Type.
8. The Group Note field allows you to add notes about this particular Group that will print with the Group when you print the PriceBook.
9. Click Save to save the new Group. Click New to save and create a new Group. Click Cancel to exit without saving the Group.

Adding PriceBook Items

PriceBook Items

Items are the codes you will input when entering invoices (A/R and A/P) and maintaining inventory.  The information needed varies depending on the type of Item (Parts, Labor, Miscellaneous, Task and Overhead) and how detailed you have decided to make your PriceBook.

Within the PriceBook, each item is setup with an Item Number and a description.

• A sale price will be recorded for Items that can be sold on receivables invoices.  When entering an Item on a receivables invoice, the description and sale price are referenced. The sale price will be posted to the appropriate General Ledger account as identified by the Item’s Sale Type.
• A cost is recorded for Items that can be used on payables invoices.  For instance, parts can be both purchased and sold; therefore, parts can be set up with both a sale price and a cost.  When using an Item on a payables invoice or inventory transaction, the description and cost will be referenced and posted to the appropriate General Ledger account as identified by the Item’s Expense Type.

Part Items

Part items can be added through the PriceBook or they can be imported using the Part List Import and Vendor Part List Import Functionality. (For information on importing a vendor part list, go to the Purchasing and Payables section.)

There are some considerations to keep in mind when deciding how you will input your Part Items into the PriceBook based upon how you intend to use Successware.

If you will be using Successware to manage your inventory, as well as to keep item count by warehouse, you must create individual item numbers for each Item to be counted.  If you will not be using Successware to manage your inventory, it will not be necessary to create an item number for every size of a given piece of hardware.  You can create one general item number for that part type and use it for any type (size, color, etc.) of that Item that you stock. You can override the type, description, cost, and price of each line item when you enter it on an invoice or inventory transaction.

NOTE: Even if you are not tracking inventory, the more general your item numbers, the more limited your reporting capabilities will be.  At minimum, you must create an item for every sale and/or expense account you wish to post in the General Ledger.

Another factor to consider for ordering and reporting purposes is whether or not you want to keep track of vendor information for your individual Part Items. Successware gives you the ability to add this information if you choose.

Manually Adding Part Items to the PriceBook

1. Click on the plus in front of the Category to which you want to add the part and select the PriceBook Group for which you wish to add an Item.
2. Right-click and select New then New part item (or press Insert).
3. Enter an item number for the part. This is the value that you will use when entering line items on Accounts Receivable and Accounts Payable invoices, as well as inventory transactions. The item number must be unique; it cannot be used as an item number in any other section of the PriceBook. The item number can be up to 15 characters long.
4. Enter a description of the item. Remember that often people will search for the part by this number, so the more descriptive (and less abbreviated) the better.
5. Enter the other required information in the Part window.

NOTE: If you intend to maintain this part item in inventory the part must be marked as “counted.” For further information see Adding a Part that Will Be Added to Inventory.

6. If you want to save the newly added part and create a new part, click New. To save and exit click Save. To exit without saving changes click Cancel.

Adding Parts into the PriceBook Through an Import

If you have a part list already built in a program like Excel or are able to get a list of parts from a vendor, the items in the list can be imported into the Successware PriceBook. An import file can also be used to update the Description, Price, Manufacturer, Model Number or UPC code of an existing PriceBook Part item. In order for the items to be imported (or updated), the list must contain column headers that exactly match those that are specified in the import instructions.

While the list can be created in Excel (or any other spreadsheet program), in order for you to import the file it must be saved as a Tab Delimited Text file. If you have built the part list in Excel, simply perform a Save As and select Text (Tab Delimited) in the Save As Type drop down.

The import utility will allow you to create the part items in Successware either with or without Vendor information attached to them.

The import file that you create may contain the following data. Column names must be created in the import file EXACTLY as they appear below. Any column names in the following table which appear in bold are required fields. Failure to include them will cause the import to fail.

Column Name	Description
ItemNo	If the Item is being added as a new part to the PriceBook, the ItemNo must be unique to ALL items in the PriceBook (Parts, Labor, Misc, Tasks, Overhead) If you are updating existing parts it must match an existing Part Item Number in the PriceBook.
Description	Corresponds to the Description field for the Part in Successware. This field only required if the Add column is marked as "true"
Price	This is the price you wish to set as the Standard Cost of the Item
Add	If this column contains an "x", "yes" or "true", then Successware will create a part item in the PriceBook for this row using the ItemNo, Description, Counted, Valued and Serialized field values. If the ItemNo is already in use, the item will not be added and the import for the line will fail. Although the column is required for a successful import, placing an "x" in the field is only required if new items are being imported.
Category	In this column you can specify the Category where the part should be imported. The Category must already exist in the Parts section of the Pricebook.
Group	In this column you can specify the Group where the part should be imported. The Group must already exist in the Parts section of the Pricebook.
When adding to new items to the PriceBook via the import you can assign them a status of counted, value or serialized through the import file. The import file can be used to assign different status' to each item added. Through the import utility you will be able to mark ALL items as counted, valued or serialized. If you choose to not use these import fields or add the values through the import utility, the items will be marked as false in all three fields.
Counted	If this column contains an "x", "yes" or "true", than the item added to the PriceBook for this line will be marked as Counted.
Valued	If this column contains an "x", "yes" or "true", than the item added to the PriceBook for this line will be marked as Valued.
Serialized	If this column contains an "x", "yes" or "true", than the item added to the PriceBook for this line will be marked as Serialized.
Mfr	Corresponds to and must match an existing value in the Manufacturer reference table in Successware.
ModelNo	Allows you to identify the Manufacturer number or Model number of the part.
UPC	Allows you to identify the UPC code of the part being added

To Import PriceBook Part Items

To Import a PriceBook Part List

Once you have built a Part List or Vendor Part List import file which contain the appropriate data you can import the file.

1. Open the Purchasing Manager and select the Vendor Part indicator at the top of the window.
2. Right click in the grid and select Import Vendor Part List
3. In the Open window navigate to the folder where you have saved the file you want to import
4. Select the file and click OK, Successware will open the Import Options.
   

The Import Options Dialog, offers you options for processing when importing vendor part lists.  Based on the columns contained in your import file you will have the following options:

1. Update existing vendor part items—this is the basic operation and will always be available.
2. Create new vendor part items when necessary—this option will be available if you have included the ItemNo columns in your import file.
3. Create new PriceBook part items when necessary—this option will be available if you have included the Add, ItemNo, and Description columns in your import file.  Note that any PriceBook part items created will be ‘uncategorized’.  This means they will not be assigned to a category or group within your PriceBook.  Within the PriceBook you can multi-select and drag the new parts into appropriate part groups.  This will assign the related sale types, expense types, and pricing formulas to the new parts.
4. Update Existing PriceBook Items (Description, mfr, model no, upc)- This option will update existing PriceBook items with the detail you specify in the import.

When creating new PriceBook items, create them as…

The Counted, Valued and Serialized status identifies how the part items will be handled if inventory is activated.

1. Counted—, and you have not included the column ‘Counted’ in your import file, you can set this checkbox to control the value of ‘counted’ for Pricebook items created.
2. Valued—if you are adding new PriceBook part items, and you have not included the column ‘Valued’ in your import file, you can set this checkbox to control the value of ‘valued’ for Pricebook items created.
3. Serialized—if you are adding new PriceBook part items, and you have not included the column ‘Serialized’ in your import file, you can set this checkbox to control the value of ‘serialized’ for Pricebook items created.

When Processing a Part for a Vendor…

1. Make the vendor the ‘primary’ supplier for the part (bump current primary to secondary)
2. Make the vendor the ‘primary’ supplier for the part (replace the current primary).
3. Make the vendor the ‘secondary’ supplier for the part.
4. Do not make any supplier preference changes.
5. Select the appropriate import options and click OK. Successware will attempt to import the file.
6. Any new Parts that have been added to the PriceBook will be added to a new Category in the Part section called "Uncatagorized". From here, they can be dragged and dropped into the Category and Groups in which you want them to reside. When moved to the new Category and Group they will "inherit" the Sale and Expense Type as well as the pricing settings of the Category into which they are placed.

Reviewing Results and Fixing Failures

After importing, Successware will report on the number of rows that succeeded and failed, how many PriceBook items and/or vendor part items were created/updated and supplier preference changes made. The original text file will contain an Import_Status column after the import attempt.  You can open the file and examine this field to determine which lines succeeded and which lines failed.  The file will also contain an Import_StatusMessage column which will contain information/results for the row and any error messages.

Based on this information you can make adjustment to the import file and run the import again.

Adding a Part That Will Be Added to Inventory

When you are tracking perpetual inventory with Successware you must enter some specific information when entering your part items.

• You must enter part numbers for each Item (ex. a separate item number for each size, color, etc. of a given piece of hardware.)
• You must mark the part as counted and/or valued. You may choose to mark the part as serialized as well.

1. Open the Part Item window either by creating a new part or by editing an existing part.
2. Enter the appropriate identification and cost information if necessary.
3. Check the boxes that apply to how you want to track this part in inventory. The Icon in front of the Counted selection will change to reflect the combination of selections you have chosen.

Note: Even if you are not currently using inventory, but may use it in the future, it is highly recommended that you mark items in the PriceBook as counted and valued. While Inventory is not active, the setting will have no effect, however if you do wish in the future to activate Inventory, no editing of the parts will be necessary at that time.

• Counted-- checkmark if you want the Item to be counted and tracked through inventory.
• Valued-- check if you want the part valued. Valued Items will post to the inventory asset account in the General Ledger when the Item is purchased, it will then post to the General Ledger account listed in the Expense Type when the Item is sold. Items that are not valued will post to the General Ledger account that is on the group’s Expense Type.
• Serialized-- check if this will be a serialized Item. Serialized Items require you to enter serial numbers whenever the item is purchased or sold.

4. Click Save to save the changes to the Part Item or click on Cancel to close without saving.

Adding Substitute Items and Vendor Information for a Part Item

To account for a situation where you may be creating a requisition and a particular part is out of stock, Successware allows you to enter substitute Items for a part.

1. To add substitute item information, click Misc.

2. Click on the drop-down arrow in the Substitute Item(1) field to bring up the Parts search screen

3. Find the part you want to list as an available substitute and double-click on it. For more information on searching the parts list see
4. Continue the steps above to add Substitute Item(2).

Vendor Part Items

Part items in the Successware PriceBook allow you to record specific vendor information related to the part. This vendor information includes the vendor’s number for the part and the vendor’s price for the part as well as identify primary and secondary vendors for the item. This information can than be used during the purchasing process. For example, when items that contain vendor part information are included on a Purchase Order, the PO will include the vendor’s number for the part and list it at the price you have identified for the part when purchased from that vendor. Additionally, when using the Purchasing Wizard, the process will be further automated by the fact that a primary vendor will already be identified for the parts.

A single item in the PriceBook may have more than one vendor's information related to it. For example, if you purchase a part from multiple vendors, you can attach the vendor part information for each of the vendors to the single PriceBook item.

Vendor Part information can be manually added to parts through the PriceBook, however Successware also allow you to import vendor part information.

Manually Adding a Primary and Secondary Vendor for an Item

1. To add a primary and secondary vendor for a Part, click Misc.
   
2. In the lower part of the window, where the vendor fields are displayed, right-click and select Vendors for item…                                                                                                                                   

This will open the Vendor For Item/Purchase History screen.

3. Press Insert to add a Vendor.
4. Put an “X” in the 1^st or 2^nd field to establish the vendor as primary or secondary.
5. In the VendorNo field, enter the vendor number or click on the  button to bring up the vendor search

NOTE: If the vendor you want to add is not in the list one may be added from the search window by pressing Ctrl+Enter and then Insert. For further information see Adding a Vendor.

6. Enter the remaining values and press Enter to save the vendor information.
7. Press Insert to add another vendor for the item if necessary.

NOTE: To see a history of purchases for the item click on the Purchase History button

8. To Exit the Vendors for Items/Purchase History window, Click on the “X”   in the upper right-hand corner of the screen.

The Parts Window

Field	Description
Category & Group	Fills in automatically based upon the Group you chose. You can accept the Category and Group, select a different Category and/or Group, or  use Quick Add to add the appropriate Category and Group.
Active	If this is a new Item, the Active checkbox will be chosen by default. If you are creating or editing the Item you may choose to activate or deactivate the Item.
Item Number	An item number MUST be unique.  It should be different from item numbers used in all sections of the PriceBook (i.e. you can not have Item 10-10-22 in Parts and Item 10-10-22 in Tasks). The item number can be up to 15 characters in length.
Description	This value will appear in the Description column when searching the PriceBook.
UPC#	Enter the Item’s Universal Product Code if you have it.
Manufacturer	If a particular manufacturer produces this Item, you can pick their name from the list. You can also use Quick Add to add a new manufacturer to the list.
Mfr. Part/Model No	Enter the manufacturer’s part number or model number.
Unit of Measure	Enter the unit of measure for the Item as an abbreviation; for example, Ea for each, Doz. for dozen, ft. for foot, etc. This is how you buy the Item.
Minimum Order Qty.	Enter the quantity at which you can order and get the best pricing for the Item.
Label lot qty.	This field is for companies using bar code scanners. Enter a value that quantifies how many labels will need to be printed per unit of the Item received. For example, if a particular Item come in cases of 12, the Label lot qty. would be 12.
Counted	Add a checkmark if you want the Item to be counted and tracked through inventory.
Valued	Add a checkmark if you want the part valued. Valued Items will post to the inventory asset account in the General Ledger when the Item is purchased, then it will post to the General Ledger account listed in the Expense Type when the Item is sold. Items that are not valued will post to the General Ledger account that is on the group’s Expense Type.
Serialized	Add a checkmark if this will be a serialized Item. Serialized Items require you to enter serial numbers whenever the Item is purchased or sold.
Standard Cost	Enter the cost value that you want to use for pricing calculation.
Average Cost	This value will automatically be calculated based upon the amount paid for the Item on payables invoices. Average Cost = Total Cost/Quantity on hand.
Last Cost	This value will automatically be calculated based upon the last amount shown as cost for this item on a payables invoice.
Standard Price	If you have pricing formulas in place, this value will be calculated based upon the standard cost. If you are using manual pricing you will need to enter the price.
Expense Type and Sale Type	Defaults to the type assigned to the Group of which the part will become a member.
Qty on Hand and Total Value	Automatically populated if this is an existing part that is maintained in inventory.
Part-as-Task Pricing	Add checkmark to activate.  For further information, see As-Task Pricing.
Value Correction button	This selection allows you to adjust inventory counts and values for the selected Item. For more information, see Value Correction in Inventory.

Miscellaneous Items

Miscellaneous Items are used for job related Items that are not considered as Parts or Labor.  These could include a subcontractor who does surveys or the cost of a permit. Miscellaneous Items can be used on invoices or for creating Tasks.

Adding a Miscellaneous Item

1. In the Misc. Section, right-click on the Group to which you want to add a Miscellaneous Item and select New then New Misc. Item, or press Insert.

2. Enter an item number for the Miscellaneous Item. This is the value that you will enter when doing line item entry to identify the specific Miscellaneous Item. The item number must be unique; it cannot be used as an item number in any other section of the PriceBook. Item numbers can be up to 15 characters long.
3. Enter a description of the Miscellaneous Item. This is a field that can be used to search for the Miscellaneous Type and will appear as the description when the Miscellaneous Item is used as a line item.
4. Enter the Standard cost for this Miscellaneous Item. This is the amount that you pay for this Miscellaneous Type. If you have created a miscellaneous pricing formula, Successware will use the values that have been entered there, apply them against the standard miscellaneous cost that you enter and calculate the Standard price.
5. In order for the Standard price to calculate, you must click on the Recalc Price button at the bottom of the window.

6. If you are not using pricing formulas, enter the standard price that you will charge for this Miscellaneous Item in the Standard price
7. If  you want to assign Miscellaneous-as-Task Pricing check the box and fill in the appropriate information.
8. If this Miscellaneous Item can be purchased, check the Can purchase If the Can purchase checkbox is not selected, the Miscellaneous Item will not show up in an item search while creating payables invoices, purchase orders, requisitions or receipts.
9. If you have check marked Can purchase, you can select a primary and secondary vendor for the Item.

NOTE: In the other section of the PriceBook, the Category or Group to which the Item has membership defines the Expense and Sale Types. Since there tends to be a limited number of miscellaneous Categories and Groups, you can assign Expense and Sale Types directly to a Miscellaneous Item.

10. If you want to assign a different Expense Type than the one shown for the Miscellaneous Item, click on the drop-down arrow and select it from the list.
11. If you want to assign a different Sale Type than the one shown for the Miscellaneous Item, click on the drop-down arrow and select it from the list.
12. To save and close the Miscellaneous Item, click Save. To save and create a new Miscellaneous Item, click New. To close the Miscellaneous Item without saving the changes, click Cancel.

Labor Items

Labor Items are used to calculate cost and price for the different types of labor used by your company.

Labor Items can be created for different labor types that you might provide.  For instance, you may create a separate rate for a second technician on site, apprentice labor or perhaps even weekend or after-hours labor. These Labor Items then can be used as individual line items on an Accounts Receivable invoice or as line items when creating Tasks.

Adding a Labor Item

1. In the Labor Section, right-click on the Group to which you want to add a Labor Item and select New then New Labor Item, or press Insert.

2. Enter an item number for the Labor Item. This is the value that you will enter on Accounts Receivable invoices to identify the specific labor Item. The item number must be unique, it cannot be used as an item number in any other section of the PriceBook. The item number can be up to 15 characters long.
3. Enter a description of the Labor Item.
4. The Standard labor feature allows you to define the default for labor. Only one of your Labor Items can be chosen as the labor default. The labor default item controls the amount that is used when calculating labor costs if a specific labor is not chosen.

NOTE: If Payroll has been activated, this ‘standard labor’ Item is maintained from within the payroll setup and the checkbox on the Labor Item form will be disabled.

5. Enter the Standard cost for this Labor Item. This is the hourly amount that you pay for this labor type. If you have already created a labor pricing formula, Successware will use the values that have been entered and apply them against the standard labor cost that you enter and automatically calculate the Standard price.

6. If you are not using pricing formulas, enter the standard price you will charge for this Labor Item in the Standard price

NOTE: In the other section of the PriceBook, the Category or Group to which the Item has membership defines the Expense and Sale Types. Since there tends to be a limited number of Labor Categories and Groups, you can assign Expense and Sale Types directly to a Labor Item.

7. If you want to assign a different Expense Type than the one shown for the Labor Item, select it from the list.
8. If you want to assign a different Sale Type than the one shown for the Labor Item, select it from the list.
9. To save and close the Labor Item, click Save. To save and create a new Labor Item, click New. To close the Labor Item without saving the changes, click Cancel.

Overhead Items

Overhead Items are those items that represent “the bills” your company must pay. These could include, but are not limited to, rent, utilities, software subscriptions and printing costs. Overhead Items are used as purchasing and accounts payable only.  They are not used as detail in tasks nor are they included on AR invoices. Overhead Items allow you to select an Expense Type for each Item.

Adding Overhead Items

1. In the Overhead Section of the PriceBook, right-click on the group to which you want to add the Overhead Item and select New then New Overhead Item, or press Insert.

2. Enter an item number for the Overhead Item. The item number must be unique; it cannot be used as an item number in any other section of the PriceBook. The item number can be up to 15 characters long.
3. Enter a description of the Overhead Item.
4. Enter the Standard cost of the Overhead Item. This is the cost that will appear when the Overhead Item is added to an AP invoice.
5. Enter an Expense Type for the Overhead Item.
6. To save and close the Overhead Item, click Save. To save and create a new Overhead Item, click New. To close the Overhead Item without saving the changes, click Cancel.

Task Items

Task Items

How you set up your Tasks is determined by how you want to use the PriceBook. There are options available to you in creating tasks in the PriceBook which will affect the Print outputs available to you :

• Comparative Pricing,
• Standard Pricing (Price Levels),

You can also create Part and Miscellaneous Items with “as-task” pricing, allowing you another method of creating flat-rate task pricing or allowing the Item to be used as an add-on to an existing task.

Before you begin to create tasks using any of the methods mentioned above, you must complete the required Default Task Pricing Setup for the type of tasks you will be creating.

Adding Part, Labor and Miscellaneous Detail to Tasks

Tasks can be created in the PriceBook either with Part, Labor and Miscellaneous detail or without. Tasks built without detail will have their price determined by an "Override Price" or by using Task Duration (Labor) as the price basis

Adding detail refers to identifying the amount of labor (in minutes) for which you will be charging the customer, as well as listing any part and miscellaneous items that are generally required to complete the task.

Tasks that are built with part, labor and miscellaneous detail offer many benefits in terms of related functionality throughout Successware, which are note available when tasks are built without detail.

Benefits of adding Part, Labor and Miscellaneous Detail to Task Items:

• If you are using Successware to BUILD your flatrate tasks (Using the system to calculate the flatrate price), adding a list of required parts and miscellaneous items as well as required labor will result in the calculation of a task price which should fall in-line with your Margin expectation. This is because the system will apply the markups identified by you in your Pricing Formulas to the items you expect to use as well as add any additional surcharges or flat charges you have defined.
• When the detailed task is added to an Accounts Receivable invoice, the listed detail will automatically appear as job cost in the job costing screen associated with the invoice. Here the detail list can simply be modified (if necessary) to represent what actually happened on the job.
• The Labor time (task duration) identified in the task is used by the system to represent "Billable Hours". These Billable Hours can then be reported for payroll sake and are compared to technician actual hours when calculating the "efficiency" of your technicians in Scorecard reports as well as Technician Productivity Reports.
• Part and Miscellaneous detail associated with a task can automatically be added to Purchase Orders and Inventory Requisitions via the Sales Quote Process as well as through the Purchasing Wizard
• Using the PriceBook print options you can print a Jobs Breakdown report, which will print a list of task and for each, identify the listed part, labor and miscellaneous detail along with quantities required. This can be used by technicians when calling in costing information as well as to assure that the required materials are on their truck before they set out to perform certain jobs.

Creating the PriceBook with Comparative Pricing

Using comparative pricing will allow you to create a book of tasks that will give you two columns of prices, in addition to a calculated “You Save” column. When creating comparative pricing you have two options as to how you will build your task:

• With Detail-- This involves adding each individual Part, Miscellaneous and Labor Item that is required to complete the task and allowing Successware to calculate the task price based upon the cost of those Items.
• Without Detail-- This involves entering an amount of time required to complete the task. Successware then calculates the price of the task based upon applying your labor pricing factors and task duration. Additional Part and Miscellaneous costs can be added to the task.

How to Enter Task Pricing Formulas for Comparative Priced Tasks

1. Click on the PriceBook Setup button in the upper right corner of the PriceBook window and select Modify default pricing setup.

2. Click on the Tasks

3. Enter the percentage to add to the total cost of the task. This is used to cover overhead associated with the task. Enter a value between 0 and 100 percent.
4. Enter a Truck Operating Surcharge (TOS). This is a flat dollar amount that you add to a task to cover vehicle expenses, such as, fuel, maintenance, and insurance.
5. Enter a percentage to add to the task amount to cover the amount you will enter into bonus accounts that have been set up for technicians.
6. By checking the Include tax in prices check box, tax will be added to the calculated task price.

Note: In order for the tax you have added to the task price to post to your default tax liability account, you must checkmark the appropriate box in the Company Setup form's, Other tab.

7. Enter the tax percentage and checkmark whether or not you want to apply tax to Parts, Labor or Miscellaneous task Items.
8. Checkmark the Calculating bonus points before adding tax box if you want bonus points calculated on the pre-tax task price or after tax has been added if you have chosen to include tax and have included bonus points.
9. If you want to round the price of your tasks up to the next whole dollar, checkmark the Round prices to next dollar The adjustment to the price to accommodate the rounding will effect the miscellaneous sale amount.
10. Click Save to save and exit the PriceBook default pricing setup dialog box. To exit without saving changes click Cancel.  To continue with another pricing setup, click on the appropriate tab.

Creating a Comparative Priced Task with Item Detail

Before creating Standard Price tasks with item detail you must complete:

• Addition of all Part, Labor and Miscellaneous Items in the PriceBook that you intend to use in the task,
• Labor pricing formulas,
• Task pricing formulas, and
• Part and Miscellaneous pricing setup.

1. Right-click on the Group to which you want to add the task and select New task item.
2. Enter an item number and Description for the task.
3. Enter the Task duration in minutes.
4. Enter the number of technicians required to complete the task.

The task duration and number of technicians required will be used to calculate the labor cost and price based upon your labor pricing setup.

5. To enter task detail, click into the detail section of the window and press Insert. This will add a new line. You can use the Tab keys to move through the fields.

6. Tab to the Item No field and add the number of the Part, Labor or Miscellaneous Item you want to add. If you do not know the number you can press the down arrow key to open the item search screen.

NOTE: If you enter a labor line item in the detail area, the Task duration will no longer be an editable field. Task duration will equal the number of labor units (quantity) times 60 minutes. This is useful if you are adding Labor Items for technicians with different labor rates.

7. When the item number is entered, Tab off of the field and SuccessWare 21 will fill in the rest of the item fields.

8. Change the quantity if necessary
9. Press Enter to save the line item.
10. Continue to use Insert to add additional Items.
11. Once you have entered all the detail items you require, click on the Standard price
12. If you have entered Part, Labor or Misc. Item detail, Successware will calculate the total cost of those items in the Cost summary If you have not entered an item of a particular type, such as Misc. you can enter a cost manually in the field.

NOTE: You may need to press the Recalc pricing button to update the price after you have entered your costs.

If you want to set a price for the task that is different than the calculated price, check the Override our price check box and type the price in the Override amount field. SuccessWare 21 will either negatively or positively adjust the miscellaneous price of your task to accommodate the new price.

13. Click Save to save and close the task.

Creating a Comparative Priced Task without Item Detail

When creating a comparative priced task, it is not necessary to enter individual item detail to generate a price. You can leave the detail section of the task empty and manually enter your costs in the Standard Cost screen.

1. Enter an item number and description for the task.
2. Enter the task duration in minutes.
3. Enter the number of technicians required to complete the task.
4. Since you will not be entering labor line items you must enter the task duration and number of technicians in order for the labor cost and pricing to be calculated.

5. Click on the Standard price

6. Manually enter a part cost if necessary.
7. Enter any additional miscellaneous costs if necessary. Miscellaneous cost will be added to the additional charges you added to the task in the Task pricing setup and will calculate the total miscellaneous sale.

NOTE: You may need to press the Recalc pricing button to update the price after you have entered your costs.

8. If you want to set a price for the task that is different than the calculated price, check the Override our price check box and type the price in the Override amount SuccessWare 21 will either negatively or positively adjust the miscellaneous price of your task to accommodate the new price.

9. Click Save to save and close the task.

Creating the PriceBook using Price Levels

When you use the PriceBook with price levels, you are creating a flat-rate task, and then applying an additional price or reduce price to that task based upon predetermined circumstances. Successware allows you to add or subtract a flat percentage from the standard price of the task and/or add or subtract minutes of labor from the standard price of the task.

When creating Tasks with price levels you have two options as to how you will build your task:

• With Detail-- this involves adding each individual Part, Miscellaneous, and Labor Item required to complete the task and allowing Successware to calculate the task price based upon the cost of those Items
• Without Detail-- this involves entering an amount of time required to complete the task. Successware can calculate the price of the task based upon applying the labor pricing you established to the task duration you choose. Additional Part and Miscellaneous costs can also be added to the task.

Adding Price Levels to the Default Task Pricing Formula

To set up formulas that will serve as the default pricing scheme for your PriceBook you must create default pricing formulas.

1. Click on the PriceBook Setup button in the upper-right corner of the PriceBook window and select Modify default pricing setup.

2. Click on the Tasks tab in the PriceBook default pricing setup

3. Enter percentage to add to the total cost of the task. It is used to cover overhead associated with the task. Enter a value between 0 and 100 percent.
4. Enter a Truck Operating Surcharge (TOS). This is a flat dollar amount that you add to a task to cover vehicle expenses, such as, fuel, maintenance, and insurance.
5. Enter a percentage to add to the task amount to cover the amount you will enter into bonus accounts that have been set up for technicians.
6. By checking the Include tax in prices check box, tax will be added to the calculated task price.

Note: In order for the tax you have added to the task price to post to your default tax liability account, you must checkmark the appropriate box in the Company Setup form's, Other tab.

7. Enter the tax percentage and checkmark whether or not you want to apply tax to Parts, Labor or Miscellaneous Task Items.
8. Checkmark the Calculate bonus points before adding tax box if you want bonus points calculated on the pre-tax task price or after tax has been added, if you have chosen to include tax and have included bonus points.
9. If you want to round the price of your tasks up to the next whole dollar, checkmark the Round prices to next dollar The adjustment to the price to accommodate the rounding will effect the miscellaneous sale amount.
10. Checkmark Use preset pricing formulas… This will open the pricing formulas grid in the lower half of the window.

11. If you want to use the calculated retail price as Level 1 of your price levels, check the Use retail price level
12. Place a checkmark in front of each level you want to use and add a description of the price level.

NOTE: If left blank, the standard price will be Level 1 of your price levels. You can also edit the default price levels that were created.

13. To increase or decrease the standard price of the task by a flat percentage, tab into the (+/- %) column for the price level and enter a positive or negative value.
14. To increase or decrease the standard price of the task by adding or removing minutes of labor, tab into the (+/- Mins) column for the price level and enter a positive or negative value.

15. Once you have created your price levels and set the adjustments, press Save.

NOTE: You can make adjustments to both the percentage and minutes for a price level if you wish to do so.

Adding Price Levels to an Individual Category

If you want to create individual categories with their own unique price levels you can add price levels to a category.

1. Right-click on the Category you want to add price levels to and select Edit Category.
2. Click the checkmark in front of Change pricing method.
3. Choose Use custom pricing setup for this category.
4. Click Save.

5. Click on the Tasks tab in the PriceBook default pricing setup
6. Create your price levels as you would using the default setup.

NOTE: You can also set up price levels for a Category while creating the category by using custom pricing under change price levels.

7. Once you have created or edited your price levels and set the adjustments, click Apply, then click Yes to save the pricing structure changes.

8. You will be asked to rebuild the price levels for the Category. Click Apply.

9. Successware will update the price levels for tasks within the Category.

Creating Tasks with Price Levels and Item Detail

Before creating Standard price tasks with item detail you must complete:

• All Part, Labor and Miscellaneous Items in the PriceBook that you intend to use in the task,
• Labor pricing formulas,
• Task pricing formulas, and
• Part and Miscellaneous pricing setup.

1. Right-click on the Group to which you want to add the task and select New task item.

2. Enter an item number and description for the task.
3. Enter the task duration in minutes.
4. Enter the number of technicians required to complete the task.
5. The task duration and number of technicians required will be used to calculate the labor cost and price based upon your labor pricing setup.

6. To enter Task detail, click into the detail section of the window and press Insert. This will add a new line. You can use the Tab keys to move through the fields.
7. Tab to the Item No field and add the number of the Part, Labor or Miscellaneous Items you want to add. If you do not know the number, you can press the down arrow key to open the item search screen.

NOTE: If you enter a labor line item in the detail area, the Task duration will no longer be an editable field. Task duration will equal the number of labor units (quantity) times 60 minutes. This is useful if you are adding Labor Items for technicians with different labor rates.

8. When the item number is entered, Tab off of the field and SuccessWare 21 will fill in the rest of the item fields.

9. Change the quantity if necessary.
10. Press Enter to save the line item.
11. Continue to use Insert to add additional items.
12. Once you have entered all the detail items you require, click the Standard Price

13. If you have entered a Part, Labor or Misc. Item, Successware will calculate the cost summary field. If you have not entered an item of a particular type, such as Misc. you can enter a cost manually in the field.

NOTE: You may need to press the Recalc pricing button to update the price after you have entered your costs.

14. If you want to set a price for a task that is different than the calculated price, check the Override our price check box and type the price in the Override amount SuccessWare 21 will either negatively or positively adjust the miscellaneous price of your task to accommodate the new price.

15. If you have created Price levels in your default pricing setup or the pricing setup for this Category, click on the Price levels

16. Click on the Rebuild price levels button to calculate the price levels for this task.
17. Click Save.

Creating Tasks with Price Levels and No Item Detail

When creating price level Task without detail, it is not necessary to enter individual Item detail to generate a price. You can leave the detail section of the task empty and manually enter your costs in the Standard Cost screen.

1. Enter an item number and description for the task.
2. Enter the task duration in minutes.
3. Enter the number of technicians required to complete the task.

Since you will not be entering labor line items you must enter a task duration and number of technicians in order for the labor cost and pricing to be calculated.

4. Click on the Standard Price

5. Enter Parts cost if necessary. Successware will calculate the part price.
6. Enter any additional miscellaneous cost if necessary.

The miscellaneous cost will be added to any additional charges you added to the task in the Task pricing setup and will calculate the total miscellaneous sale.

NOTE: You may need to press the Recalc pricing button to update the price after you have entered your costs.

7. If you want to set a price for the task that is different than the calculated price, check the Override our price check box and type the price in the Override amount SuccessWare 21 will either negatively or positively adjust the miscellaneous price of your task to accommodate the new price.

8. If you have created price levels in your default pricing setup or the pricing setup for this Category, click on the Price levels

9. Click on the Rebuild price levels button to calculate the price levels for this task.

10. Click Save.

Creating a Diagnostic Task

Tasks built in Successware can be identified during setup as a "diagnostic" task. The Diagnostic flag is used when generating Job and Invoice Scorecard reports. When a Diagnostic task is added as a line item on an invoice the line item's "item type" will automatically be set to "Diagnostic".

Note: a task that has not been pre-established as Diagnostic can still be marked as a Diagnostic task at the time it is entered on the invoice by changing the Item Type of the line item.

Marking a Task as a Diagnostic

1. Create or edit an existing task as you normally would.
2. Checkmark the Diagnostic checkbox located the right of the description field.
   
3. Make any other required additions or changes to the task.
4. Save the Task.

Creating “As-Task” Pricing for Part and Miscellaneous Items.

As-task pricing allows you to turn a Part Item in to a Task Item at the time it is entered on an invoice. Instead of entering the price just to sell the part, you can enter the cost to both sell and install the part. This is done by adding an allotment of labor to the part to account for its installation. Successware allows you to create Parts and Miscellaneous Items in your PriceBook with “as-task” pricing at the time Items are added to an invoice, labor will automatically be added to the price of the Item.  This gives you the option of creating a flat-rate-task “on the fly” by adding a number of “as-task” Items to an invoice.  It also allows you to add parts to an existing flat-rate task and have the labor automatically included.

NOTE: When an item that has been assigned Part-as-task pricing is entered on an invoice, the price for the part alone will be entered by default. In order to use the task pricing, you must choose to use the part “as task” when searching for the part.

“As-Task” pricing can be added to both Part and Miscellaneous Items. The process for the creation of “as-task” pricing is the same for both.

 

Creating As-Task Items

In order to set up as task items, the task portion of Pricing Setup must be complete.

1. Open the Part or Miscellaneous Item to which you want to add “as-task” pricing by right-clicking on the Item and selecting Edit item or by double-clicking on it.
2. Check the Part-as-task pricing checkbox in the Item window.

3. Enter the number of minutes of labor it will take to complete the task.
4. Tab out of the Labor allotted field and Successware will update the price based upon the labor allotment that you have added to the Item.
5. Click Save.

NOTE: You can also add, “as-task” pricing while creating a new Part or Miscellaneous Item.

Updating & Maintaining the PriceBook

Once you have built your PriceBook you will need to keep it up to date. For ease of use, Successware allows you to sort sections of the PriceBook by any of the column headers. It also allows you to automatically update the costs and prices of Items that you have added to the PriceBook.

Displaying PriceBook Items

Where you click in the PriceBook controls what information you will see in the PriceBook window. Successware provides the following three options:

1. View all Items that are within a particular Category,
2. View only those Items that are within a particular Group, and
3. View individual Items.

Once the Items are displayed, you can sort them however you wish by clicking on the column header within the grid by which you want to sort.

Displaying Items within Categories and Groups

1. Clicking on a Category name in any section of the PriceBook will display all Items that are members of any Groups within that Category.
2. Clicking on a Group name will only display Items that are members of that Group.

Searching for Specific Items within the PriceBook

The PriceBook contains a search bar that allows you to search for Items by item number and description.

NOTE: If you have a preinstalled PriceBook, you can also filter the search based upon whether the Item is preinstalled or user-added.

1. Click in the field of the search bar that you wish to search by.
2. Enter the value you want to find.

NOTE: The % is used as a wildcard character and is used to create “contains” searches. It can be placed before, after, or before and after the search term.

Wildcard Use	Result
%Install	All Items that end with the word “install.”
Install%	All Items that begin with the word “install.”
%Install%	All Items that contain the word “install” anywhere in the description.

3. Click Apply to perform the search

The results will display in the PriceBook window.

4. Click Clear to clear the search bar and perform another search.
5. Press Cancel Search to clear the search results.

Sorting the PriceBook

When you are displaying a list of parts, either as the result of a search or while viewing the contents of a Category or Group, you may find it helpful to change the order in which the Items are displayed.

Note: By default, Items are listed in part number order.

1. To change the sort order, click on the column header of the column you want to resort. The Items will list in ascending order (A-Z).
2. Click the column header again to reverse the sort order (Z-A).

Updating the PriceBook

Once your PriceBook is set up, you will need to update prices and costs as information changes.

Adjusting Item Costs

Successware allows you to make adjustments to the cost of individual items in the Part, Labor and Miscellaneous section or to perform more "across the board" cost adjustments.

When performing a bulk type of cost adjustment you can have the cost of items modified based upon the Categories and Groups in which the items reside as well as by the Manufacturer attached to the item (for part items).

Once you have selected the items that you need to adjust you can modify the cost of the items by adding or subtracting a percentage to the Standard Cost. For Part Items you can replace the existing Standard Cost with the current Average Cost or Last Cost of the part item. You can also add or subtract a percentage from the Average or Last cost when making the cost adjustment.

Once you make an adjustment to the cost of items, you will have the ability to review a table which will show you the changes. Until another cost adjustment is performed, you will have the ability to roll the Standard Cost back to its pre-adjustment value.

Cost Adjustments do not automatically change the price of an item. In order for Successware to reapply the markup formula to the new cost, you must update your prices.

To Adjust Item Cost

1. Open the PriceBook and click on the section header which contains the items for which you want to adjust the cost (Parts, Labor or Miscellaneous)
2. Right Click on the Category which contains the items you want to adjust or if you want to adjust items across a number of categories, right click in the white background of the category area and Adjust <Item Type> costs.

This will open the Create Cost Adjustment Table window with the Item Type of the Section you are in already selected.

Note: If you have previously created a cost adjustment you will be notified that there is an existing Cost Adjustment table and you will be given the opportunity to open the existing table. From there you can choose New to create a new set of cost adjustments. You have to confirm that you want to discard the existing table and create a new one.

3. Choose the section of the PriceBook which contains the item type you want to adjust (This will default to the section you opened the cost adjustment from)
4. Choose the Category which contains the items you want to adjust or choose <ALL> from the drop down to adjust all items within the dection of the PriceBook.
5. In the Breakdown section choose whether you want to update items within a specific Category, specific groups within a Category or specific Manufacturer. Your choices will be limited based upon you Category choice above.
6. Click Build table to build the cost adjustment table

The contents of the table will be dependant upon the options you choose when building the table.

Column	Description
Category	Lists the Category or Categories of items you have chosen when creating the Cost Adjustment Table
Group	Lists the Group Name of displayed groups if Group is chosen as one of the breakdown elements when creating the Cost Adjustment Table.
Group Description	Displays the Group Description of displayed groups if group is chosen as one of the breakdown elements when creating the Cost Adjustment table.
Manufacturer	Displays the Manufacturer code of listed items. This column will only display if Manufacturer is chosen as one of the breakdown options when creating the Cost Adjustment table.
Items	Lists the number of items that meet the criteria defined in the displayed rows (grouping)
Avg Errs	Displays the total number of items within the row (grouping) which have a Quantity/value error. This option is only in effect when inventory is active. It identifies items which have had their total quantity in inventory fall below zero. These items must be corrected in the Item Value Correction window before they can be cost adjusted based upon Average Cost.
Adjust	An X in this column indicated that the items within this row (grouping) will have a Cost Adjustment applied to them.
Pct	Identifies the percentage (as a negative or positive) that will be added or removed from the cost of the item.
Adjusted	After a cost adjustment has been applied, this column will indicate the number of items within the row (grouping) had an adjustment applied to them.

7. Select the line you want to adjust and press Enter.
8. Enter a positive or negative percentage by which you wish to adjust the Item.
9. Press Enter to save the line.
10. Choose the Base Option by which you want to adjust the cost of the items.

• If Last Cost is selected as the base option, the percentage you have chosen will be added or subtracted from the currently listed standard cost of the items which meet you criteria. Items that do not have a ‘Last Cost’ will not be adjusted. 
• If Average Cost is selected as the base option, items that do not have an ‘Average Cost’ will not be adjusted. Items having a quantity/value error will not be adjusted.  This is because items with a quantity/value error indicate the average cost may not be correct.  To help identify items with this problem, the number of items with this error is listed in the Cost Adjustment Table.  When you access ‘Standard Cost Review’, items with the error are indicated with a “+/-“ icon.  You can right click on the item and access the value correction form to correct the item state.  If quantities are out of sync, you will need to exit and correct quantities in the inventory manager first.
• If Standard Cost is selected, the percentage identified will be added or subtracted from the current Standard Cost of the item.

11. When all desired adjustments have been entered, click Apply Adjustment.
12. You will be asked to confirm the cost adjustment.

Once the cost adjustment is applied, the items which have been updated will appear with a green checkmark. The number of items adjusted within each row will be identified in the Adjusted column. The number of items adjusted is displayed in the table, and indicates if some items were not adjusted.  The table is kept in a read only mode so you can come back and review the adjustment any time until you create a new table.  You can create a new table by clicking the ‘new’ button at the bottom of the form. 

The Cost Adjustment Table can be printed by right clicking and selecting Print.

Cost adjustments that you make will be applied to the appropriate parts, however, prices will not be updated. Instead, the margins of the changed items will be adjusted until you choose to update the prices.

Reviewing Cost Adjustments

Once you have performed a cost adjustment, you can review the standard cost changes for all items in your groupings in the Standard Cost Review window.  The Standard Cost Review will allow you to make adjustments to the standard cost of items by editing them manually or by reverting items back to their previous standard cost.

The Standard Cost Review displays the following:

• current standard cost
• current last cost
• current average cost
• prior standard cost. 

Items that were adjusted with the most recent Cost Adjustment Table will display the green checkmark icon.

The change between each of the above stated costs and the new Standard cost of the item is displayed both as a percentage and as a color coding in the Standard Cost Review window.  The ranges of color coding are meant to assist you in identifying severe changes in item cost.  Darker shades of red represent more dramatic decreases in cost while darker shades of green represent more dramatic increases in the cost of an item.

Opening the Standard Cost Review

The Standard Cost Review can be opened for all items that are contained within the most recent cost adjustment table or for only a particular row or grouping within the most recent cost adjustment.

To Review All Items

Right click in the background of the Cost Adjustment table and select Review All Items or click the Review All Items button in the lower left corner.

To Review a Single Row (Grouping)

Right click on the row which represents the items you wish to review and select Review Items or double click the row.

Filtering the Standard Cost Review

Whether you open the Standard Cost Review for all items or only a selected group of data, you can filter the results in the window. This will allow you to perform the Standard Cost Review actions on the filtered subset of data.

The Standard Cost Review can be filtered in 2 ways; based upon the date and time a particular adjustment was performed and/or based upon the percentage difference that the cost adjustment has caused between the new and previous Standard Cost of the item.

Filtering by the Date/Time Stamp

Each time that an item has a cost adjustment applied to it, the date and time of the adjustment is captured and displayed in the AdjustStamp column. When the Standard Cost Review is opened it may display items that had their last cost adjustment performed at different times.

To display only items that were updated at a particular date and time, right click on one of the items which was adjusted at that time and choose Stamp Filter:<date/time>

The list will be filtered to only items that have an AdjustStamp value that matches the Stamp Filter you selected.

Filtering by Previous Standard Cost Variance

When you adjust the standard cost of an item based upon its Last Cost or Average Cost, there is a possibility that the difference between the new Standard Cost and the Previous Standard Cost could be quite substantial.

For example, if an item had a Previous Standard Cost of $40 and the Last Cost you paid (due to a special price break) was $20, an increase of cost by 5% of Last Cost would change the current Standard cost of the item from $40 to $21. This would be a nearly 50% decrease in the standard cost of the item.

 The percentage variance between the new Standard Cost of an item and its Previous Standard Cost (as well as Last and Average cost) are represented by a range of colors.

Clicking on any of the colors in the color scale will filter the Standard Cost Review screen to only those that have a Previous Standard Cost that varies from the new Standard Cost by the amount represented by the color you select.

Once these items are displayed you can make any adjustments to them that may be necessary.

Reverting to a Previous Standard Cost

In the Standard Cost Review window there are a number of actions that you can take on the items listed in the display. This includes the ability to roll items back to their previous Standard Cost if you find that the Cost Adjustment has given you results which you did not intend.

The Standard Cost Review will allow you to:

• Choose individual items and revert them to their prior standard cost.
• Filter your the Standard Cost Review results and revert all of the listed items to their prior standard cost
• Edit and manually change the standard cost for any of the items listed

Additionally, the right click menu in the Standard Cost Review window will allow you to:

• Access Item Value Correction for an item.
• Access Purchase History for an item.
• Print the Cost Review Grid

Reverting an Individual Item to its Previous Standard Cost

If you have a single item that you would like to roll back to its previous Standard Cost

1. Right click on the item and select Revert Selected Item.
   
2. Click Yes to confirm that you want to revert the item to its previous Standard Cost.

The checkmark indicating it was part of the most recent cost adjustment will be removed and the AdjustStamp will revert to the last date and time the item was adjusted.

Revert All Items to their Previous Standard Cost

If you wish to roll back a number of items, you can revert all listed items at the same time.

1. Filter the list of items based upon Date Stamp, percentage change or both.
2. Right click in the background of the grid and select Revert All
3. If you have not filtered by timestamp you will be warned that you may end up rolling back the Standard Cost of items that were not part of the last cost adjustment. Click Yes to Continue or No if you want to cancel the Revert and apply the date stamp filter 
4. Confirm that you want to revert all of the items in the list to their previous Standard Cost
5. Confirm that you understand you will not be able to undo this action.

The checkmark indicating the items were part of the most recent cost adjustment will be removed and the AdjustStamp will revert to the last date and time the items were adjusted previously.

Manually Change the Standard Cost of a Selected Item

If there are individual items that were not updated in a way that you intended you can choose to manually change their Standard Cost as opposed to reverting them to a previous Standard Cost.

1. Select the item for which you want to modify the Standard Cost and press Enter. (Or right click on it and select Edit Standard Cost)
2. Edit the Standard Cost as necessary
3. Press Enter to save your change. The Standard Cost and the Previous Standard Cost of the item will be updated.

Manual changes will not receive an AdjustStamp, but can have their Standard Cost reverted to the previous Standard Cost.

Updating Prices

When changes have been made to the cost of Items, or to the pricing formulas, you will need to update the price of your Items. Each section of the PriceBook must have its prices updated separately. Updating the prices of the Parts section will not automatically update the prices in the Task section.

1. Right-click on the Category you want updated and select Pricing then Update prices for… (the Category name)

2. You can choose to update the prices of all Categories in a section of the PriceBook by selecting Update prices for all part categories.
3. You will be asked to confirm that you want to update prices. Click Yes.
4. Successware will update the prices of the selected portion of the PriceBook and prompt you when the update is complete

The system tracks the dates and times when pricing formulas are modified and when the prices have updated.  When you open a Category’s properties, if the last price update date is prior to the price formulas modified date, the system will place a red exclamation point reminder next to the category name in the PriceBook.

Printing the PriceBook

Having a printed copy of your PriceBook is one of the main goals of having the PriceBook setup properly. Whether you are printing the book to show customers, or printing it as a tool for your technicians to use when completing their paperwork, knowing how to properly print your PriceBook is invaluable.

Depending upon how you have set up your pricing, there are different ways that you can print the PriceBook.

Printing Grid Reports

The PriceBook in Successware allows you to instantly print any Category or Group of Items that you are currently viewing. Because you are printing a table of information off the screen, this is referred to as a Grid Report.

1. In the PriceBook, click on the Category or Group that you want to print.
2. In the grid of Items that displays on the right, right-click and select Report.
3. In the Grid Report Dialog box, put a checkmark next to the fields you want to appear in the report.
4. Click OK to generate the report.

Printing a Book with Comparative Pricing

1. Click on the PriceBook Setup button, select Print, and select Print PriceBook.

2. If you want to change the text that prints at the bottom of each page make the change in the Messages section of the window. Lines of the message can be changed individually or you can press the Clear Message button to erase the entire message.

3. Be sure PriceBook is selected in the Report to print
4. Select Standard 2 in the Book style This denotes the comparative priced book.

5. Choose a Task Category from the PriceBook and click Print PriceBook.

6. The PriceBook Category will print with three prices for each task; Retail Price, Our Price and You Save.

Printing a Book with Price Levels

1. Click the PriceBook Setup button , Print and then select Print PriceBook.

2. If you want to change the text that prints at the bottom of each page make the change in the Messages section of the window.

3. Be sure PriceBook is selected in the Report to print
4. Select Standard in the Book style This denotes the price level book and is the default choice.

5. Choose a Task Category from the PriceBook and click Print PriceBook.

6. The PriceBook Category will print with each task listing the price levels that you have created.

Printing a Book of “as-task” Items

1. Click the PriceBook Setup button, select Print and then select Print Product Guide.

2. Select Product guide from the Report to print section of the Product Guide

3. In the Heading section, choose whether to label the retail price column as Retail or National.
4. Determine whether you want One Column or Two Columns of parts per page.
5. Choose the Part or Miscellaneous category for which you have created “as-task” pricing that you want to print.
6. Click Print Product guide.

NOTE: You can also use the Product Guide screen to print a list of parts with prices, and an index of the price list, and a list of parts with wholesale costs.

Printing a Table of Contents

To print a table of contents to a category of the PriceBook you have printed or a product guide, you must FIRST print the PriceBook or product guide.

1. After printing you will be returned to the PriceBook or product guide screen. Select Table of contents.

2. Click Print Table of contents.

Printing an Item List

Printing an Item list allows you to print all of the Items in your PriceBook in a list format. You have the ability to filter, or to limit the list to only those Items that fall within a particular Category, Group, Sale Type or Expense Type. You can also determine which types of Items you want to print.

1. Click on the PriceBook Setup button, select Print and then select Print Item List.

2. When you initially open the PriceBook Item List window it is set up to print all Items in all sections of the PriceBook.

3. Use the Include Item Types checkboxes to determine what sections of the PriceBook you want to print.
4. If you want to include Items in the PriceBook that have been marked inactive check the Include inactive items
5. Use the filter fields to further limit what is to be printed. If the field has a drop-down menu, you can choose from the list.
6. You can type values in the Item No and Description The results will be limited to Items that match the values you enter.

NOTE: You can use the % wildcard character in these fields.

7. Click on the Sort by and Group by fields to establish the sort order and grouping of your list.

8. Click the Preview button (resembles a monitor)to preview the list,OR click on the Print button (resembles a printer) to open the print dialog box and print.

Looking for a more interactive course on PriceBook? Check out our Learning Management System (LMS)! Our courses are available to all Successware users. If you don't have a sign-in for our LMS, contact us at [e-mail] for a free account.

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