Contract (Special) Prices (Contract (Special) Prices File Maintenance) (BIFM112)

Contract Price File Maintenance is found on the Billing File Maintenance File Set Up menu, 3-1-12.  Contract discount prices can be assigned to an individual item or product class(es).  Contract discount pricing takes precedence over quantity discount pricing in the Item file.  This can be by price or percentage discount.  Contract discount prices can be specifically provided to the customer for an item or product class using the customer number or more generally provided by assigning the customer to one or more buying groups.  If the customer has an individual contract discount and a buying group contract discount, the individual contract discount is used to price the item because it is customer-specific.  If the customer has an individual contract discount and more than one buying group contract discount, the system looks at the item’s list price and all of the contract discounts to find the lowest value to price the item.  If the customer has more than one buying group, the effective period of a contract discount can be determined by inputting a start and expiration date for the contract discount.  If the customer has only an individual contract discount and/or one buying group, the start and expiration dates of the contract pricing is for informational purposes.

 

The Start Date field is new in the Revision 12 version of Contract Pricing File Maintenance.  If a customer is assigned to more than one buying group, the system looks at this field in every contract discount to determine its effective period.  If a customer is assigned to only one buying group, the system does not look at this field to determine the contract discount’s effectiveness.

 

Changes have been made to incorporate the file expansion of the Item File.  When assigning the contract price discount by an actual dollar amount, input of the unit price for the items has been changed to allow entry of a unit price with up to four decimal points.  Dollar amount contract prices that already exist on your system automatically have the price converted to the four decimal unit price.  There is no necessary file maintenance after loading Revision 12.

 

 

 

Enter Data

 

Entering Contract Price

 

Enter Procedure Type A’dd C’hange D’elete E’nd

 

 

Enter A to add/assign a contract price to an item or product class.  Enter C to change the contract price assigned to an item or product class.  Enter D to delete the contract price assigned to an item or product class.  Enter E to exit the Contract Pricing File Maintenance screen and return to the Billing File Set Up menu.

 

By I’tem Or By P’roduct Class

 

Enter I to add, change, or delete a contract price for an item.  Enter P to add, change, or delete a contract price for a product class.

 

Fld-Customer / Group No.

 

Enter the customer number or buying group number for whom the contract price is added, changed, or deleted.  In Revision 12, a customer can belong to more than one buying group.  The system calculates prices for each available contract pricing record.  If an item is assigned to multiple contract pricing records, the lowest price is used on the customer’s order or invoice.

 

 

 

Enter Data  (Cont’d)

 

Entering Contract Price  (Cont’d)

 

1-Item Number

Product Class

 

If I is entered at the By I’tem Or By P’roduct Class prompt, the cursor is at the 1-Item Number prompt.  Enter the item number for which the contract price is added, changed, or deleted.  If P is entered at the By I’tem Or By P’roduct Class prompt, the cursor is at the Product Class prompt.  Enter the product class number for which the contract price is added, changed, or deleted.

 

When adding contract pricing, the message Customer / Item No. Already On File appears if contract pricing has already been assigned to a customer and the item number/product class number.  If you carriage return past the item number or product class number, the message Invalid Item No. prompt appears.  If you carriage return past the customer number and item number fields, the message Customer / Item No. Invalid appears.

 

When changing contract pricing, the Field prompt appears after entering the customer number or buying group number and the item number or product class number.  Enter the number of the field you wish to change.  Enter the desired information at the prompt that appears.  Carriage return when finished changing the contract pricing.  The cursor is at the Enter Procedure Type A’dd C’hange D’elete E’nd prompt.

 

When deleting contract pricing, the message Please Verify Customer / Item No. D’elete C’ancel appears after entering the customer number or buying group number and the item number or product class number.  Enter D to delete the contract pricing.  Enter C to cancel the delete.  The cursor is at the Enter Procedure Type A’dd C’hange D’elete E’nd prompt.

 

Price Or Discount %

 

Enter $ if the contract price is a dollar value.  Enter % if the contract price a discount percent.

 

 

 

Enter Data  (Cont’d)

 

Entering Contract Price  (Cont’d)

 

2-Unit Price/Pcnt

 

 

During an add or change of a contract price using a dollar amount, operation at the 2-Unit Price/Pcnt prompt is as follows:

 

When adding or changing the price, you must enter the desired price.  This is the price for a quantity of one.  The price must correspond with the item’s unit of measure and pack multiple.  This is the price that displays in the invoicing programs and is charged to the customer or customers within the buying group assigned to the contract price record.

 

 

 

Enter Data  (Cont’d)

 

Entering Contract Price  (Cont’d)

 

2-Unit Price/Pcnt

 

All of the price and cost fields in the Item File can have 4 digits after the decimal point.  This is useful for loading costs and prices for cabling and corona wire.  As an example, the list price could be .0123 or 1.0123.  Because of this ability, the unit price always displays with 4 numbers after the decimal point (i.e., $10.00 displays as 10.0000).  Because the majority of the prices only have 2 digits after the decimal point, Contract Price File Maintenance is able to recognize entry of the number without a decimal point and the extra 2 decimal positions and convert to the 4 decimal point display.  Note:  You may enter the decimal points, if desired, but it is not necessary (i.e., to enter $10.00 as the price, entering 1000 or 10.00 is automatically changed to 10.0000).  To enter 50 cents as the price, enter 50 or .50, which displays as .5000.  This saves the operator time by not having to enter decimal points.  However, if more than 2 digits after the decimal point are desired, you must enter the decimal point.  If the price is .0150 (one and a half cents), you must enter the price in the Contract Price File Maintenance as .0150 or .015 for the price to be displayed as .0150.  If 0150 is input without the decimal point, the resulting figure is 1.5000 not the .0150 that is desired.  The rule is:  If a price or cost only needs two decimal positions, do not enter a decimal point or the extra two decimal positions.  If a price or cost does need 3 or 4 decimal positions, a decimal point must be entered.

 

Following are some examples.  The entry column is how the number should be keyed in.  The result column is how the number is displayed in Contract Price File Maintenance.

 

Desired Amount                                         Entry                                      Result

$1000.00                                                       100000                                   1000.0000

$51.25                                                            5125                                       51.2500

$.0123                                                            .0123                                      .0123

$.10                                                                10                                            .1000

$.1234                                                            .1234                                      .1234

 

 

 

Enter Data  (Cont’d)

 

Entering Contract Price  (Cont’d)

 

In order to allow a four decimal position number, there has to be a limit on the highest number that can be entered in a price or cost field.  This number is 200000.00 or Two Hundred Thousand Dollars.  Note:  This is not extended cost or price just unit or for a quantity of one.  If an attempt is made to enter a number larger than 200000.00, the prompt Number Can Not Be Greater Than 200,000.0000 appears.  The cursor returns for reinput.

 

If an attempt is made to enter a number that has more than 4 decimal positions, the prompt There Can Only Be 4 Decimal Positions appears.  The cursor returns for reinput.

 

During an add or change of a contract price using a discount percent, operation at the Unit Price/Pcnt prompt is as follows:

 

When adding or changing the discount percent, you must enter the desired percentage.  This is the discount percent for a quantity of one.  The discount percent must correspond with the item’s unit of measure and pack multiple.  Enter 50 for a 5.0% discount from the item’ list price or enter 100 for a 10% discount.  This is the discount percent that is used to calculate the contract price using the list price.  This contract price is displayed in the invoicing programs and is charged to the customer or customers within the buying group assigned to the contract price record.

 

3-Start Date

 

Enter the start date of the contract price, if desired.  This field is informational if you are not using multiple buying groups in contract pricing for the customer.  If you assign the customer to multiple buying groups, the system looks at the start date for all contract pricing assigned to the item and compares it to the order, invoice, service ticket, or credit memo date.  If a date greater than the present date is entered, the contract pricing is not effective until the start date is reached.  Carriage return past the 3-Start Date prompt for no start date.  If no start date is available, the system does not look at this field when determining pricing.

 

 

 

Enter Data  (Cont’d)

 

Entering Contract Price  (Cont’d)

 

4-Expiration Date

 

Enter the expiration date of the contract price, if desired.  This field is informational if you are not using multiple buying groups in contract pricing for the customer.  If you place the customer in multiple buying groups, the system looks at the expiration date for all contract pricing assigned to the item and compares it to the order, invoice, service ticket, or credit memo date.  If a date less than the present date is entered, the contract pricing is not effective.  Carriage return past the 4-Expiration Date prompt for no expiration date.  If no expiration date is available, the system does not look at this field when determining pricing.

 

5-Sales Rep/Service Rep No.

 

Enter the number of the sales/service representative who is credited for the contract pricing.  This field is informational.

 

6-Minimum Order To Qualify

 

Enter the minimum number of the item(s) which must be purchased to receive the contract pricing.  Carriage returning past this field or entering a zero allows for the sale of part of a broken pack to be sold at the contract price.  If a one is entered and the item has a pack multiple, the entire pack must be purchased to receive the contract price.

 

See the following example of a completed Contract Pricing File Maintenance screen.

 

 

 

 

Program Results

 

After adding contract pricing for a customer or buying group in the Contract Pricing File Maintenance program, the customer or customers within the buying group can purchase the item(s) assigned to the contract pricing for the special price.  If a customer has access to contract pricing for an item or product class through individual and buyer group contract pricing, the system uses the individual contract pricing because it is customer-specific.

 

In Revision 12, a customer can now be assigned to multiple buying groups in Customer File Maintenance, Field 27.  If a customer has access to contract pricing for an item or product class through individual and multiple buyer group contract pricing, the system uses the lowest value to price the item(s).  The system looks at the item’s list price and all available contract pricing to determine the lowest dollar value.  When a customer is assigned to multiple buyer groups, the system also looks at the effective dates (Start Date - Expiration Date) of all contract prices and compares it to the order, invoice, service ticket, or credit memo date.  If a contract price is not yet effective or already expired, it is overlooked.

 

The buying group number is written to Order, Invoice, and Line Item Files when buyer group contract pricing is used on the order, invoice, service ticket, or credit memo.  When customer contract pricing is used, 99 is stored in the Order, Invoice, and Line Item Files.  For this reason, do not set up a buying group as 99.  When contract pricing is not used, a zero is written to these files.

 

If the customer is assigned to buying group 3 and a contract discount (using a percentage discount) is created for buying group 3, the system uses the percentage to calculate a markup of the LIFO Cost field from the Item file.  When any other buying group is used, the system uses the percentage to calculate a discount of the price field.  Using buying group 3 allows for some customers to always receive a markup of the item’s cost, which is a fixed value.  If the customer is assigned multiple buying groups including buying group 3, the system still uses the lowest value to price the item.