Price Book

Price Book

SapphireOne Price Book allows you to set up a variety of conditions in which various pricing can be established. This pricing may be based on Client buy price, Vendor purchase price and a large number of other options that can be established.

Before commencing to establish a Price Book, you will need to turn on the Price Book Master default. This can be found in Utilities > Controls > Master Defaults > Inventory. The user is presented with two options to select from – Price Book and Price Book 2. Price Book is a simplified criteria list and Price Book 2 is extremely extensive. By default when a new inventory item is created the checkbox is not selected. 

When either a Base or Location Inventory Inquiry is performed, one of the Pages it includes is Price Book. Using a Base Inventory Inquiry will set the Price Book option active in all locations. If the Price Book checkbox is not selected then all Price Book rules will not be applied to any location for this inventory.

Setting Up Price Book Entries

The function of Price Book is to allow the setting up of selective pricing on individual Inventory Items, Class, Location and Tag. These can be linked to a unique Client, Client Class, All Clients, Vendor, Vendor Class, and All Vendors. These rules can be further narrowed down by Invoice, Project and/or Tag

It also allows the authorised user to create new or modify existing Price Book entries by using either the New or the Modify button on the main toolbar.  Price Book entries can be on a Company by Company basis. 

Link Details Area

The Link Details area on the Price Book screen enables the user full control over which Inventory Items the Price Book rules are set to apply. 

Each of the data entry fields as a light blue background so you may search using the normal wildcard search characters @ or . Once you tab away from each data entry field SapphireOne will display the name associated with the ID entered. 


The user can select from four options within the Inventory area:

  1. As seen in the screen above, selecting from the Field option and then the ID radio button you will be asked to supply a specific Base Inventory ID. Enter the ‘@’ or ‘?’ symbol in the light blue data entry field to select your chosen ID. This Price Book rule will be applied to ALL locations. 
  2. The second option is to select Class. The Price Book rule will then be applied to all Base Inventory Items in the selected Inventory Class. Enter the ‘@’ or ‘?’ symbol in the light blue data entry field to select your chosen Inventory class.
  3. The third option is to select the Location radio button. This enables the selection of individual Inventory items in a specific Inventory Location. Enter the ‘@’ or ‘?’ symbol in the light blue data entry field to select your chosen Inventory location. Displaying Inventory Items in All locations allows the selection of an Inventory item from any Location. You may now select an Inventory Item in one Location and apply this Price Book rule to this Particular Item and Location only. 
  4. The fourth option is inventory Class Tags. When the Tag radio button is selected, SapphireOne will display the additional Class Tag drop-down menus – Type, Brand and Detail – to select from. The Price book Entry may be made at any of the three levels. If only the Type tag was selected SapphireOne would apply the Price book for all Inventory Items that came under the particular tag. Please note that all Tag heading names can be customised in Master Defaults by navigating to Utilities > Controls > Master Defaults > Inventory.
Master Table

Within the Master Table the user has the ability to apply a Price Book rule to either Client or Vendor in order to determine a unique pricing structure for the particular class. The user then has the additional option to narrow the rules by ID and Class fields. Selecting the All radio button will apply the pricing structure to all Clients or Vendors.

Select the ID radio button and enter in the @ or ? symbol to search for a specific Client or Vendor to apply this rule to. Alternatively, by selecting the Class radio button this Price Book rule may be applied to a Class of Client or Vendor

SapphireOne’s implementation of both Dictation (MacOS) and Speech to Text (Windows) is a game changer for anybody doing data entry within SapphireOne. Any data entry field that the user can type into using a keyboard, they can use this feature.

They can also use this functionality on all inquiry screens within SapphireOne. For example, the user is in a Contact within a Client and they have just made a phone call to that particular client using the Softphone technology, this will automatically date and time stamp the contact and the phone number you called to. As soon as the call is completed or finished, the user has the ability to use the Speech to Text (Windows) function or Dictation (MacOS) function and dictate into the memo field of the CRM contact, adding as much description as they require.

This functionality applies across every single Data Entry screen. For example, if the user is entering a Vendor Invoice (VI) and they want to add a memo within the Vendor Invoice (VI), the user can simply dictate the memo. Another example is if the user wants to add additional lines to the General Ledger account, within each General Ledger account when the user is completing data entry using a General Ledger, there’s always a unique memo field for each General Ledger account line, the user can utilise this feature to quickly add the information they need to add. Additionally, if you’ve got an interview with an employee and after the interview process is completed the user is able to make notes about the employee.

Speech to Text or Dictation is an extremely powerful tool and it’s something that we at SapphireOne as well as our clients utilise daily. It is a massive timesaver. 


The user can set a unique Job Project ID and/or Tag for Price Book that can then be applied to a particular sales or purchase data entry screen. A unique price can be established within the particular Job Project ID.

When running SapphireOne Payroll/HR, as part of the data file you will have a Vendor Class of SUPER. Please note this is not to be used for Price Book as it is for Superannuation Vendors only.

Entry Details Area

Price Book is based on a set of rules. Each entry relates to only one particular rule type and number combination. Each Rate Rule is listed in precedence order. The higher precedence rules override the lower precedence rule types.

Rule Types 

Rate or Price Rules are applied to Invoice Line Rate. Rate Rules contain the following options: 

  • Fixed Quantity – Sets a Rate for a particular quantity level. 
  • Quantity Break – Sets a Rate for a particular Quantity range. 
  • Standard Mark-Up – Sets a Standard Cost Mark-up. 
  • Standard Margin – Sets a Standard Cost Margin. 
  • Cumulative Mark-up – Sets a Cumulative Cost Mark-up. 
  • Cumulative Margin – Sets a Cumulative Cost Margin. 
  • Standard Rate – Sets a Standard Dollar Rate. 
  • Cumulative Rate – Sets a Cumulative Dollar Rate. 
  • Price Code – Uses the Price codes from A through to H as set for each Inventory item. In addition, there is a data entry field displayed for the entering of an additional discount to be applied to the Price Code as entered. 
  • Price Code Cumulative – Uses the Price Code from A through to H as set for each inventory item. The rate will be added on top of what the current rate is.

Discount Rules contain the following options:

  • Lookup Code – Applies the Discount with the Discount code.
  • Quantity Break – Sets a Discount for a Particular Quantity range. 
  • Standard – Set Percentage discount applied to Inventory item or Class items. 
  • Cumulative – Sets a Cumulative Discount. 

Quantity Rules are processed in the following order:

  • Unit Rule – Sets the Number of Quantity units that may be entered in any transaction. 
  • Minimum Rule – Sets the minimum number of units that may be entered in any transaction. 
  • Maximum Rule – Sets the maximum number of units that may be entered in any transaction. 

Controls Area

This allows control over when the Price Book entries can be active. 

  • The Date Range Start to Finish controls when this Price book record is active. 
  • An Alarm date can be set to prompt a reminder to review the record. 

New Price Book Entry

To create a new Price Book Entry the follow steps can be taken.

  • Select the New button on the main toolbar. Initially the user will be presented with a dialog box. Selecting ‘No’ gives permission for this price book entry to become active immediately by setting the finish date 10 years in the future. If ‘Yes’ is selected, SapphireOne will set the finish date as of todays date, and the user will have to activate this entry by altering the finish date at a later time. 
  • A new sequential Reference Number will automatically be created for each Price Book entry. All that is required to be completed is the entry of the Inventory item that will have the Price book entry set to it. 
  • In the Inventory area, select whether the rule is to be applied to a specific Inventory ID, Class, Location and Tag. 
  • In the Master Table area select if the rule is to be applied to Clients or Vendors. 
  • Then select if it is to applied to a particular ID or Class of Client or Vendor, or All. 
  • You are also able to enter a Project, if required. 
  • Next enter in the rules for this price book entry and decide if you are going to Ignore Other Price Book Discounts and to Clear Other Discounts. 
  • Finally check the Start Finish and Alarm dates. 
  • The above rules are then applied automatically in Sales, Purchases and Job Project data entry screens. 

Rules Hierarchy When Multiple Price Book Rules Apply

When multiple Price Book entries have matched the criteria set up, similar rules will take priority and override based on the hierarchy structure. The hierarchical structure is based on the most distinct rules. For example the Vendor Class rules will override the All Vendor rules, and rules for specific Vendors will override the Vendor Class rules.

You can review our Blog and YouTube channel for additional information and resources on SapphireOne ERP, CRM and Business Accounting software.

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