Pricelist
Last updated
Last updated
Administration of basic pricelists is made in Administration - Project - Pricelist. At least one basic pricelist is needed in the system. A basic pricelist is always the basis for the project pricelist. There are two ways of creating project pricelists:
Linked pricelist - This means that the project pricelist is linked to the basic pricelist. Changes made to the basic pricelist are reflected in all project pricelists linked to the current basic pricelist. No local changes can be made to the project pricelist (except for Fixed price, Max price and Time pool).
Local project pricelist - Means that the project's pricelist is initially based on the selected basic pricelist. Local changes can be made to the pricelist (prices, service item links, addition and removal of pricelist lines). These changes only apply to this project. Changes made to the basic pricelist on which the local project pricelist is based will NOT take effect.
In the project pricelist some other settings are also made such as:
If it is a fixed price project or if there is a max price list
Administration of installments (relevant for fixed price)
Administration of time pool
The pricelist indicates not only the price but also the link to the service article. A service article determines the VAT rate on the service in question. Each line in a pricelist must always be linked to a service article for the VAT rate to be correct. In addition, service articles are important in cases where invoice export to external financial systems is used. In this case, the service items are linked to the financial system items.
Go to Administration - Project - Pricelist, click on Create price list.
Enter a Pricelist name and a Currency and click on âSaveâ. Add rows to the pricelist by clicking Add item and fill in Activity, User, Price/Hour and Service article. Save the row when you are done and add more until you have everything you need. Make a note in the "note field" if you like to describe more about the pricelist.
The following applies:
Each line in the price list must be linked to a service article.
It is possible to set the price per user or per activity or a combination of both.
It is possible to set a price per hour or per kilometre or a fixed price per time registration.
It is possible to create a standard price row which is linked to no specific user or activity. This row covers activities and users not included in the pricelist. Subsequent rows added to the pricelist become exceptions to the standard price row.
Example pricelist 1:
All activities and All users/groups are selected. Regardless of who performs something or what you do, the price is then SEK 900 per hour.
Example pricelist 2:
The price is SEK 900 per hour - except when travelling. The price is 450 SEK per hour when traveling and SEK 6 per km. In addition, the journey is linked to other service articles.
Example pricelist 3:
The price is SEK 900 per hour - except when travelling. The price is SEK 450 per hour when travelling and SEK 6 per km. Expenses and allowances are included in the pricelist because you want to link them to other service articles. In addition, the customer has to pay 950 SEK per hour if Anna reported something on the activity "Project leader" (for other activities and users the standard price applies).
Changes made to the basic price list only affect transactions that are not yet included on any project report/invoice and only affect the projects linked to the basic price list. The projects linked to a pricelist are listed at the bottom of the pricelist - Linked projects. Each project name in the list is also a link to the project pricelist - in case you want to go directly to one of them and make an adjustment (for example, if you want to transform one of the project pricelists to a local project pricelist - if the specific project shall not be affected of the price adjustment you are making in the basic pricelist).
Already created/started project reports/invoices in the invoicing module are not affected by the change.
To make changes to a basic price list:
Go to Administration in the menu and click on Pricelist. Click on Edit next to the pricelist you want to change. Add new rows, delete rows or change price/service articles on any individual rows. To change specific row - click on the field you want to adjust, execute and accept change by clicking Save.
The prices and activities added to the pricelist are valid until further notice or until the next period starts. New periods are created in order to enter changes that will apply to this pricelist from a specific date. For registrations made on dates before the start date of the current period, the prices are taken from the relevant period based on the date.
When you choose to create a New period, a copy of the existing period is created and then you make adjustment to it. The new period will apply from the date set as the start date of the period. You can change the start date and delete the last period until an invoice has been created.
If you want to copy an existing pricelist to use as the basis for a new one, go to Administration - Project - Pricelist. Then click Copy next to the price list that you want to create a copy of. A new pricelist will be created and automatically named â<Old Pricelist name> - Copyâ. Give the new pricelist a suitable name. Add rows, delete rows or edit rows according to the needs of the new pricelist.
Go to Administration - Project - Pricelist in the menu. Click Delete on the price list you want to delete.
NOTE! It is not possible to delete a basic pricelist if it has been selected in one or more projects.
You can fdeactivate a pricelist by clicking in to the pricelist you want to deactivate. Then click the checkbox for inactive, top left, and save. Deactivated pricelists are no longer possible to select when you create new projects - but can still exist in projects already having the pricelist selected.
NOTE! A system setting is needed in the system to activate currency support. When you have this system setting it will be possible to select currency in the pricelists. Please contact Milent Support if you need help with the currency setting.
When creating a pricelist, the system always suggests the system currency (SEK), but it is possible to choose another of the currencies entered in the system for a specific pricelist. Switching to another currency in the price list means that the pricing in all projects using this price list will be able to be set in the currency selected by the pricelist. The project pricelist uses the currency specified in the basic pricelist if it is linked to the basic price list. If the project price list is local the currency can be changed in the project pricelist. See more about project pricelists and linked/local project price lists in the next section.
Before starting the first invoicing and making the first project report for a project in the invoicing module, the project needs to have a pricelist. You can select the project pricelist both in the project card in Administration - Project and on the Project report tab in the invoicing module.
Go to Administration - Project, then go to the project you like to add pricelist to. Click on the link Select pricelist or on the tab Pricelist in the project card. Select one of the basic pricelists in the drop-down list.
Or go to Invoicing - Project report. Select a basic price list in the drop-down list in the column .
By default, the system suggests that the project pricelist is linked to its basic pricelist. This means that all adjustments made in the basic pricelist are reflected in the project pricelists linked to it. No local adjustments regarding deviating hourly rates, links to service articles, etc. can be made project-specific in a linked project pricelist. However, local adjustments can be made for fixed price, installments, time pool and max price.
If you want to make an adjustment to the hourly price, service aticle, add additional price rows or remove a row in the project pricelist - changes you only want to apply to the current project, the pricelist must be converted into a Local project pricelist. When you convert a project pricelist to be local this means that any adjustments made to the basic pricelist at a later date will not be reflected in the project pricelist.
To make a local project pricelist, proceed as follows:
Click on the price list link in the project card (Administration - Project) or on the link in column Pricelist in Project report list in the Invoicing module, or by the link to the project pricelist listed in the basic pricelist (Administration - Project - Pricelist).
You are now in the project pricelist. Click on the button Make local to convert the project pricelist into a local project pricelist. Make the changes and then click Save.
If prices are to be updated on a project's pricelist, you can link a new pricelist or add new periods. What you choose to do depends, among other things, on the size of the change and whether the change should apply to all linked projects or not.
It is possible to add new periods to pricelists. The new period applies instead of the previous prices from the date set as the start date of the period. If you register times on a date earlier than the start date of a new period, the prices for them remains and follow the prices from the previous period. If you add a new period to the basic pricelist (in Administration - Project -Pricelist), the changes apply to all linked projects. For local project pricelists, you can create a new period for the actual project.
To add a new period:
Go to the project pricelist. Choose to create a new period. You will then get a copy of the existing period with all the prices. Then you can make adjustments on the new created period tab. You select a start date to specify when the new period should start. The "old pricelist period" automatically get an end date (which will be the day before the start date of the new pricelist period).
You can change the start date and delete the last period of a local price list until an invoice linked to this price list has been created. To delete, click on the "trash can" on the far right.
If you want a completely different pricelist in your project or re-link a previous local price list to become linked to a basic pricelist, it is also possible to replace the project price list. When replacing a pricelist, it is good to know if the project pricelist was local. This is because a pricelist replacement means that all local adjustments made in the project pricelist disappear. A pricelist replacement means that you download a new copy of a basic price list as it looks at the moment. If the project pricelist is to be local after the replacement, selections must be made (see section above). Previous selections under Pricing model, time pool and any amounts entered for Fixed price or Max price also disappear when replacing the pricelist. On the other hand, installments are saved in the payment schedule.
To replace the pricelist for a project: Click on the price list link in the project card or use the Price list tab in the project card.
Click on the button Replace pricelist.
Select a pricelist in the drop-down list.
If the project is a fixed price project:
Enter the price type Fixed price in the project pricelist. Enter the total amount of the fixed price in the Amount field. Then, create one or more installments in the section Payment plan by clicking on Add installment and enter Date, Service article, Note and Amount of each installment. Do not forget to click on the Save button.
The price type Max price means that you get an automatic countdown based on the max price you have entered and can thus keep track of how much is left to invoice before you reach the max price. The function is only internal and the information is not included in any invoices or project reports sent to the customer.
The information is displayed as a support when creating project documents in the invoicing module.
Time Pool can be useful if you want to keep track of how many hours you have invoiced/consumed in the project so far. This can be used in both ongoing and fixed price projects.
To activate a time pool, proceed as follows:
Specify in the project's pricelist that you want to use a time pool by clicking on Time Pool.
Enter the number of hours in the Time pool field Click in To Invoice if you want the system to suggest that the hours be invoiced on an ongoing basis (suitable for projects that are invoiced on an ongoing basis). Click in Free if you want the system to suggest that the hours are free (suitable for fixed price projects).
In the Invoicing module - Project report you must specify which hours to count down from the time pool. This is done by ticking the checkbox âTPâ which stands for Time Pool along the right-hand side of each row in the project report view.
It is possible to use a percentage mark-up in the price list for Expenses and Allowance. The mark-up means that the system recalculates the price the customer should pay for the re-invoiced expenses or allowance registered on the project and which therefor appears in the project report in the Invoicing module. The percent is entered on the relevant rows in the pricelist. For example, if you enter â10â in the column for Margin % at the expense row in the price list, the amount invoiced will be 10% higher than the amount registered for expenses. In case of an entry of â-100â in the column for Margin % on the pricelist row for allowance, the amount invoiced will be 100% lower than the sum for allowance (i.e. your customer will not be charged at all for allowance).
NOTE! Percentage mark-up must be activated as a system setting in order to use the function. Percentage mark-up is only possible for the types Allowance and Expenses.
By a system setting, you can get a function called Article pricelist. The function makes it possible to set prices on item articles in the pricelist. Prices on item articles in the pricelist can be set both in a basic pricelist and in a local project pricelist. Prices set on an item article in the price list apply before any price set for the item article in the article register in Administration - Settings - Invoice - Articles.
When the "Article pricelist" function is activated, a section in the pricelist for articles is made visible.
Add the item articles you want to price by clicking on Add article. Enter the price/unit and then save.
Contact Milient Software support for help activating the Article Pricelist feature.
The pricelist allows you to add a percentage mark-up to certain item articles. NOTE! The markup is used to add a percentage markup to the cost of an item. This is particularly useful when you have different percentage mark-ups for different customers when it comes to re-invoicing supplier invoices. NOTE! If both price and mark-up in percent are specified for an item article, the specified price applies before the percentage mark-up.
It is visualised that a project is linked to a pricelist by the symbol next to the pricelist name in the project card (Administration - Project), or the Project report list in the Invoicing module. When you are in edit mode in the project pricelist, you notice that the price list is linked because it is not possible to make any local adjustments to the hour price or service articles.
