Setting up the Book

  1. To define the book use Price/Value Book Setup. Select Purchase Price Book (PPB), Sales Price Book (SPB) or Value Book (VBK). This displays the Price/Value Book form.
  2. Specify this information:
    Price Book Definition Code
    Code to identify the setup.
    Status
    Each static data record contains a status code that determines the current processing status of the record. A status is assigned to each static reference record, for example to every account, asset, customer and supplier. It determines the current processing status of the record.
    • Open - this status is set automatically when you add a new record, for example, if you create a new account. Open items are available for input, inquiry, processing and reporting.
    • Hidden - a record with a hidden status does not appear on any inquiries but is available for input, processing and reporting.
    • Suspended/Held - a suspended record.
    • Closed/Completed - a closed record cannot be used for input or processing. For example, you cannot post transactions to a closed account or analysis code.
    You can alter the status of a record at any time. You must use the options on the Action menu to change the status.
    Short Heading
    The short heading, which is used where space is limited. If this is blank it defaults to the first characters of the description.
    Description
    The full name or description of the data item or record. This is used to identify it on reports and inquiries.
    Lookup Code
    A lookup code can be used to find a record, as an alternative to the record code. It is often set to a shortened version of the description. It is particularly useful if a record is often referred to using different codes. For example, the Chart of Accounts code for Fuel Expenses is 75201 and the Lookup Code is set to FUELEXP.
    Price Book Type

    This field is available if you have selected Purchase Price Book (PPB) orSales Price Book (SPB). Options are:

    • Cumulative - this option is used when purchasing or selling items over a specified time period, and you want the purchases or sales to be tracked, or accumulated, by the system. For example, you can set up a Price Book so that the item price is reduced the more a specific customer buys.
      Note: In order for the accumulation to be performed, the Recalculation flag on the Purchase Type (PTS) or Sales Type (STS) must be set against the relevant stage.
    • Promotion
      Note: Promotional Price Books only generate promotional lines if they are included in the Price Book hierarchy.
    • Standard Price Book
      Note: Single Cumulative and Standard Price Books can be used directly in a formula. If you want to use two or more Price Books, but they are for different purposes, they can be used directly in formulae. If you want to run more than one Price Book simultaneously, they must be placed in the hierarchy.
    Price Book Sequence Type

    This field is available if you have selected Value Book (VBK). Options are:

    • Inventory
    • Sales
    • Purchasing
    • All

    You can define a sequence of up to five analysis directories for the book using the following fields:

    Sequence Number
    The number in the sequence 1 to 5 when this analysis dimension is used.
    Analysis Directory
    Identifier for the analysis directory.
    Analysis Directory Description
    This field is automatically populated once the Analysis Directory has been entered.
    Analysis Dimension
    Identifier for this Analysis Dimension.
    Analysis Hierarchy Label
    Code to identify the analysis hierarchy label within the analysis dimension.
  3. Save your changes.