Chapter 13: Working with Price Books

Price Books are used for selling products at different prices, based on the agreement terms with a particular type of customer. For each customer you can sell the same product at different prices.

There are two key prices in Price Book one is Unit Price and other List Price. Unit Price is a fixed price of the product decided by manufacturer, which cannot be changed. List Price is the sellers' price. The manufacturer/resellers may sell the product with different prices to their resellers/customers. These variable prices for the same product are called as List Prices. The List Prices may vary according to the manufacturer's understanding with the reseller/customer.

The Price Book home page contains,

• Price Book List
• Tools, such as Import, Export, mass transfer, and delete vendors
• Quick Create pane
• Search
• Alphabetical Search
• Custom Views
• Change Owner
• Delete
• Page Navigation

Note: While creating a potential you can select products only from a single Price Book.

You can perform the following operations in Price Books module:

• Navigate Price Books
• Search Price Books (Basic and alphabetical)
• Create new Price Books (Form filling, duplicate, or import options)
• Associate products with Price Books
• Print Price Books
• Delete Price Books (individually or in bulk)
• Customize Price Books

Navigating Price Books

You can navigate Price Books available in the Price books list view.

To navigate Price Books

1. Click the Price Books tab.
2. In the Price books Home page under the Price Books List section, click the Start, Previous, Next, or End link to access the list of Price Books.

Searching Price Books

You can search the Price Books with basic details or alphabetically.

To search Price Books

1. Click the Price Books tab.
2. In the Price books Home page, under Search (Top LHS corner) section, do one of the following:
   • Enter the search criteria click the Go button. Or
   • Select one of the alphabetical search links.
3. In the Price books List page, list of Price Books are displayed as per search criteria.

Creating Price Books

In the Zoho CRM system, you can store Price Book details by entering data in Price Book form or importing the data from external source.

Note: Some of the standard fields listed below may not be visible/editable depending on your organization business process and field-level security settings. In case your organization added/modified fields please contact your System Administrator for more details about usage of the other fields.

In the Price book: Edit form, you need to specify the Price Book-related information. The following table provides descriptions of the various fields in the form.

List of Standard Price Book-related Fields

To create Price Books

1. Click the New Price Book link.
2. In the Price book: < > page, enter the Price Book details.
   Note: Price book Name is a mandatory field. Refer to the List of Standard Price book-related Fields section for more details.
3. Click Save to save the Price Book details.

To import Price Book data

1. Click the Price Books tab.
2. In the Price books Home page, under Price book Tools section, click the Import My Price Books or Import My Organization Price Books link according to your privilege.
3. In the Specify Import File section, browse the Price Book file (XLS or CSV format) and click the Next.
4. In the Map Fields section, map the XLS/CSV file headers with the Price Book related fields.
5. In the Confirm Mapping section, check the mapped fields. If you are OK with the mapping click the Import button.
6. In the Import Summary page, click the Go to Price book list button. The imported data is displayed in the Price Books Home page.

Associating Products with Price Books

You can associate products with Price Books to create different list prices for the same product.

To associate Product with Price Book

1. Click the Price Books sub-tab.
2. In the Price books Home page, under the Price book List section, select the required Price Book.
3. In the Price book: <Price book Name> page, do the following:
   • In Product List section, click the Add Product button.
   • In Add Products to Price Book page, specify the List Price and select the products to be added to the Price Book.
   • Click the Add to Price Book button to add the products to the Price Book.

Changing Price Books Owner

You can transfer the Price Books record in between users whenever there is some organization changes.

To transfer Price Books individually

1. Click the Price Books tab.
2. In the Price books: Home page, select the Price Book to be transferred.
3. In the Price book: <Price book Name> page, click Change Owner.
4. In the Confirmation dialog, click OK to change the owner of the Price Book.

To transfer Price Books in bulk

1. Click the Price Books tab.
2. In the Price books: Home page, go to the Price books List section and select the Price Books to be transferred using the Select check box.
3. Click the Change Owner button.
4. In the Confirmation dialog, click OK to change the owner of the selected Price Books.

Printing Price Book Details

You can view a printable form and print the Price Book details using browser's Print function.

To print Price Book details

1. Click the Price Books tab.
2. In the Price books: Home page, go to the Price books List section and select the required Price Book.
3. In the Price book: < Price book Name> page click the Printable View link.
4. In the Price book: < Price book Name> page, click the Print Page button to print the document.

Deleting Price Books

Rarely, you may need to remove the unnecessary Price Books, which are not tracked further. This will help you manage your Price Books in a better way. You can delete Price Books either individually or in bulk.

Warning: The deleted Price Books are temporarily stored in Recycle Bin. If required you can restore the deleted Price Books again. But if you delete Price Books from Recycle Bin, you cannot restore again.

To delete Price Books individually

1. Click the Price Books tab.
2. In the Price books: Home page, select the Price Book to be deleted.
3. In the Price book: <Price book Name> page, click Delete.
4. In the Confirmation dialog, click OK to delete the Price Book.

To delete Price Books in bulk

1. Click the Price Books tab.
2. In the Price books: Home page under the Price books List section, select the Price Books to be deleted using the Select check box.
3. Click the Delete button.
4. In the Confirmation dialog, click OK to delete the selected Price Books.

Customizing Price Books

(Access Privilege: Customize ZohoCRM.com permission)

Customization of the Price Books module includes, renaming the tab name, modifying the pick list values in standard fields, adding new custom fields, modifying Price Book page layout, and show/hide the related list views according to your Sales management requirements.

For more details, refer to Chapter 24: Customizing Zoho CRM