PriceBook
Table Of Contents
PriceBook .......................................................................................... 3
Objectives ........................................................................................................................... 3
What is the PriceBook? ...................................................................................................... 4
PriceBook Composition ................................................................................ 4
PriceBook Composition ...................................................................................................... 4
Categories .......................................................................................................................... 7
Groups ................................................................................................................................ 7
Items ................................................................................................................................... 8
Pricing (Mark Up) Formulas................................................................................................ 9
Opening the Default Pricing Formula Window ................................................................. 10
Entering Labor Pricing Formulas ...................................................................................... 10
Entering Part and Miscellaneous Item Pricing .................................................................. 11
Creating Custom Pricing Formulas................................................................................... 13
The PriceBook and the General Ledger ........................................................................... 14
Expense Types and Sale Types ....................................................................................... 15
Expense Types ................................................................................................................. 16
Sales Types ...................................................................................................................... 17
PriceBook Composition Key Items to Remember ............................................................ 18
Setting up the PriceBook ............................................................................ 18
Expense and Sales Types ................................................................................................ 18
Editing Expense and Sales Types .................................................................................... 18
PriceBook Categories ....................................................................................................... 19
Creating a Category ......................................................................................................... 19
Category Icons ................................................................................................................. 22
PriceBook Groups ............................................................................................................ 22
Creating a Group .............................................................................................................. 22
Setting Up the PriceBook Key Items to Remember ......................................................... 23
Adding PriceBook Items ............................................................................. 24
PriceBook Items ............................................................................................................... 24
Part Items ......................................................................................................................... 24
Manually Adding Part Items to the PriceBook .................................................................. 25
Adding Parts into the PriceBook through an Import ......................................................... 25
To Import PriceBook Part Items ....................................................................................... 27
Adding a Part That Will Be Added to Inventory ................................................................ 30
Adding Substitute Items and Vendor Information for a Part Item ..................................... 31
Vendor Part Items ............................................................................................................. 31
Manually Adding a Primary and Secondary Vendor for an Item ...................................... 31
The Parts Window ............................................................................................................ 33
Miscellaneous Items ......................................................................................................... 36
Adding a Miscellaneous Item............................................................................................ 36
Labor Items ....................................................................................................................... 38
Adding a Labor Item ......................................................................................................... 38
Overhead Items ................................................................................................................ 39
Adding Overhead Items .................................................................................................... 39
Task Items .................................................................................................... 41
Adding Part, Labor and Miscellaneous Detail to Tasks .................................................... 41
Creating the PriceBook with Comparative Pricing............................................................ 42
How to Enter Task Pricing Formulas for Comparative Priced Tasks ............................... 42
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PriceBook
Creating a Comparative Priced Task with Item Detail ...................................................... 44
Creating a Comparative Priced Task without Item Detail ................................................. 46
Creating the PriceBook using Price Levels ...................................................................... 48
Adding Price Levels to the Default Task Pricing Formula ................................................ 48
Adding Price Levels to an Individual Category ................................................................. 51
Creating Tasks with Price Levels and Item Detail ............................................................ 52
Creating Tasks with Price Levels and No Item Detail ...................................................... 55
Creating a Diagnostic Task .............................................................................................. 57
Creating “As-Task” Pricing for Part and Miscellaneous Items. ......................................... 58
Task Items Key Items to Remember ................................................................................ 58
Updating & Maintaining the PriceBook...................................................... 59
Displaying PriceBook Items .............................................................................................. 59
Displaying Items within Categories and Groups ............................................................... 59
Searching for Specific Items within the PriceBook ........................................................... 60
Sorting the PriceBook ....................................................................................................... 60
Updating the PriceBook .................................................................................................... 61
Adjusting Item Costs ......................................................................................................... 61
Reviewing Cost Adjustments ............................................................................................ 66
Reverting to a Previous Standard Cost ............................................................................ 69
Updating Prices ................................................................................................................ 70
Updating & Maintaining the PriceBook Key Items to Remember ..................................... 71
Printing the PriceBook ................................................................................ 72
Printing Grid Reports ........................................................................................................ 72
Printing a Book with Comparative Pricing ........................................................................ 72
Printing a Book with Price Levels ..................................................................................... 73
Printing a Book of “as-task” Items .................................................................................... 74
Printing a Table of Contents ............................................................................................. 75
Printing an Item List .......................................................................................................... 76
Printing the PriceBook Key Items to Remember .............................................................. 78
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PriceBook
PriceBook
Objectives
After completing this unit, students will be able to:

Identify the how the PriceBook is used in SuccessWare21.

Understand the relationship between the PriceBook and the General Ledger.

Understand the structure of the PriceBook.

Identify the different ways of using and setting up the PriceBook.

Create default-pricing formula.

Create Categories.

Create Groups.

Add PriceBook Items.

Set up different types of tasks.

Update costs of items in the PriceBook.

Update prices of items in the PriceBook.

Print the PriceBook in the required format.
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PriceBook
What is the PriceBook?
The PriceBook is a lists everything your company sells or purchases. Each Item is
assigned an item number that can be used on invoices (payable and receivable), inventory
requisitions and returns as well as purchase orders. Items in the PriceBook are assigned a
Sale Type (for items that can be included on an AR Invoice) and/or and Expense Type
(for items that can be purchased, paid for or expensed) which tells SuccessWare21 which
General Ledger account to post to when the item is involved in a financial transaction.
The advantages of using the PriceBook include:
1. Decreasing the opportunity for error during line item entry into invoices, purchase
orders and during inventory control;
2. Simplifying the accounting process by eliminating General Ledger decisions at
the time of entry,
3. The ability to establish flat-rate pricing through the creation of tasks, and
4. Allows for the analysis (reporting) of sales and expenses by item number.
For example, when you enter a line item on an invoice (whether Accounts Receivable or
Accounts Payable), an inventory transaction or a purchase order, you select an item
number from the PriceBook that represents that item. The system automatically
completes the description and cost/price entry.
Completing the PriceBook accurately will help to eliminate future errors greatly.
PRICEBOOK COMPOSITION
PriceBook Composition
The PriceBook consists of five Sections:
1. Parts
2. Labor
3. Miscellaneous Items
4. Tasks
5. Overhead Items
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1. Parts are used individually for Purchase Orders, Accounts payable invoices,
inventory, and Accounts Receivable invoices. Parts can also be added as a detail
on task items (flat-rate codes) to record the cost associated with a task to calculate
the selling price of the task. Parts can be thought of as tangible objects.

Buy

Sold on a Time and Materials Invoice

Use as Job Cost Detail on an AR Invoice

Use as detail when building a flat rate task

Use as Inventory stock items
2. Labor items can be used individually on Accounts Receivable invoices or for
labor added as detail on task items. SuccessWare21 uses the labor cost, along with
the pricing formulas, to calculate the selling price of the task.

Sold on a Time and Material Invoice

Used as Labor Detail when Job Costing an AR Invoice
3. Miscellaneous items are used individually for purchase orders, Accounts Payable
invoices, inventory, and Accounts Receivable invoices. Miscellaneous items can
also be added as details on task items to record the cost associated with the task,
through use of pricing formulas, to calculate the selling price of the task.
Miscellaneous items are intangibles, such as equipment rentals and permits.

Buy

Sold on a Time and Materials Invoice

Use as Job Cost Detail on an AR Invoice

Use as detail when building a flat rate task
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4. Tasks are a compilation of parts, labor, and miscellaneous items that are used for
line item entry on Accounts Receivable invoices. By using pricing formulas, the
system will calculate the task price based on the cost of the parts, labor and
miscellaneous items.
The Task section is where you will need to make an important business decision; how
you intend to price your jobs. To accommodate a number of possible approaches the
PriceBook can be set up in a number of ways:

Comparative Pricing—by using comparative pricing, you will create flat-rate
tasks with two prices; the national average retail price and your company’s
price for any given task. A third column called “You save” shows your
customer’s savings by comparing your company’s price to the national
average retail price.

Standard Pricing (using price levels)—when you use the PriceBook with Price
Levels, you are creating a flat-rate task and then applying an additional price
or reduce price to that task based upon predetermined circumstances.
SuccessWare21 allows you to add or subtract a flat percentage from the
standard price of the task and/or add or subtract minutes of labor from the
standard price of the task.
5. Overhead items are used for purchase orders and Accounts Payable invoices to
record purchases, and payments, for items that are not direct cost items (i.e. rent,
utilities and office supplies).
Each of the five sections of the PriceBook is composed of Categories, Groups, and Items.
The diagram below displays the structure.
Keep in mind that a Section, such as Parts, can have any number of Categories, a
Category can have any number of Groups, and a Group can have any number of Items.
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Categories
Each Section contains Categories. Categories offer a high level of classification in the
PriceBook. For example, the Parts Section might contain Categories such as Heating
Parts, Plumbing Parts, Cooling Parts, etc. Sale and Expense Types are defined at the
category level as well as the method of pricing that will be applied to the items within the
category.
Groups
Each Category is further divided into Groups. For example, the Category Plumbing Parts
may contain Groups of 1” galvanized pipe extenders, ABS/PVC DWV couplings, etc.
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PriceBook
Items
Each Group contains individual PriceBook Items. For example, the Group ABS/PVC
DWV couplings may contain such items as 3” ABS/PVC coupling, 1 ½ “ ABS/PVC
coupling, etc.
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Pricing (Mark Up) Formulas
The PriceBook in SuccessWare21 uses formulas, which are applied to the Standard Cost
of an item, to determine the selling price of the item. The particular formula that you wish
to apply to a PriceBook item is defined when creating the Category in which the Item
resides.
Pricing formulas are used to calculate pricing in the following ways.:

Part & Miscellaneous Item pricing—these formulas will allow you to establish
the markup of Part and Miscellaneous items that you sell. This can be done by
defining a straight markup or using a "sliding scale", where markup is
dependant on price. This is called a Profit Margin Matrix.

Labor pricing—these formulas allows you to calculate how you will price
Labor to create comparative pricing for tasks.

Task pricing—these formulas will be established based upon which method of
PriceBook setup you plan to employ. All task pricing setups allow you to
determine whether tax should be applied to items in the task and whether to
add surcharges to the price of the task.
There are 3 methods of pricing that can be attached to a Category

Manual Pricing- No formulas are used. Both the Cost and the Price of the
items within the Category must be defined manually.

Default Pricing- If the majority of your tasks will use the same labor rates,
part and miscellaneous item markups, as well as surcharges and other
additional charges, you can set up default pricing formulas that will
automatically apply to each item that you create. These formulas are defined
at the "PriceBook Level" and are then applied to any category as needed.

Custom Pricing- You also have the ability to set up items to calculate with
non-uniform pricing calculations by creating custom pricing formulas for
individual Categories.
Each type of Item that you add to the PriceBook, with the exception of overhead items,
has formulas that control how the Item is priced. Each Item type must have pricing
formulas established before the Item can be created.
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PriceBook
Opening the Default Pricing Formula Window
1. Click on the PriceBook Setup button in the upper-right corner of the PriceBook
window and select Modify default pricing setup.
Entering Labor Pricing Formulas
Labor pricing formulas calculate the price you charge for labor by adding benefit costs
and profit margins to your labor costs. The profit margin you enter for your labor pricing
determines:

How you price your labor, and

Your comparative pricing (if you are using this pricing method).
1. Enter your company’s Standard labor cost/hr.
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2. Enter your company’s LABOR BENEFITS MULTIPLIER. This is the a percentage that
is added to the hourly wage you pay to account for such extras as payroll tax,
unemployment insurance, employer contributed health insurance, etc.
3. Enter the percentage you want for the profit margin on labor. The multiplier will
default based on the percentage entered. If you enter the multiplier,
SuccessWare21 will calculate the percentage.
NOTE: The standard labor rate will automatically be calculated based on the
standard labor cost, labor benefits multipliers, and labor profit margin that you
establish in SuccessWare21.
Standard Labor rate = (Standard Labor Price * Labor Benefits
Multiplier) * Labor Profit Margin. Example- (25 x 1.15) x 5= $143.75
4. THE RETAIL LABOR RATE is entered by default but can be changed. It is used to
compare against your labor rate for calculating savings to customers.
5. PRICEBOOK RETAIL MARGIN—displays the difference between your standard labor
rate and the retail labor rate both as a percentage and as a multiplier. Entering a
percentage or multiplier will automatically recalculate THE RETAIL LABOR RATE.
6. Choosing the APPLY RETAIL MARGIN TO LABOR PRICE ONLY WHEN CALCULATING
RETAIL PRICE will base markup on the STANDARD LABOR COST instead of the
STANDARD LABOR RATE.
7. Selecting calculate margins to greater precision will make multiple decimal places
available.
8. Click Save to save and exit the PRICEBOOK DEFAULT PRICING SETUP dialog box.
To exit without saving changes click Cancel. To continue with another pricing
setup, click on the appropriate tab.
Entering Part and Miscellaneous Item Pricing
The Part and Miscellaneous pricing setup are both handled in similar ways. In both cases,
you will establish how much markup you want to add to the cost of Part and
Miscellaneous Items when they are sold. The markup can be accomplished by means of a
flat percentage that is applied across the board to all parts and Miscellaneous Items, or the
markup can be established based upon the cost of the Item using the SuccessWare21
PROFIT MARGIN MATRIX.
1. Click on either the Parts or Miscellaneous tab in the PriceBook default pricing
setup window.
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2. Enter the profit margin percentage you wish to apply to parts or miscellaneous
sales. The system will calculate the multiplier and display an example.
3. Click Save to save and exit the PRICEBOOK DEFAULT PRICING SETUP dialog box.
To continue to other pricing setups, click on the appropriate tab.
-OrIf you want to use the PROFIT MARGIN MATRIX to calculate the price then select USE
PROFIT MARGIN MATRIX.
4. Click on the Matrix button to enter the PROFIT MARGIN MATRIX setup.
5. Press Insert on the keyboard to enter a new line.
6. Enter the minimum and maximum value of a cost you want effected by this level.
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7. Enter the profit margin for this cost level or enter the multiplier. Entering either a
percentage or a multiplier will automatically calculate the value of the other.
8. Press Enter or click Save to save the lines. Click Cancel to delete the line
without saving. Press Insert to create additional lines until all the levels you want
to create are finished.
9. After saving the final line, click Close to exit.
10. Click Save to save and exit the PRICEBOOK DEFAULT PRICING SETUP dialog box.
To continue with other pricing setups, click on the appropriate tab.
Creating Custom Pricing Formulas
If you are creating a Category of Tasks that does not adhere to the default pricing you set
up for your tasks, you can create custom pricing for an individual Category. Custom
pricing overrides the default pricing only for the selected Category.
Custom pricing can be set up while creating a new Category. Custom pricing can also be
added to an existing Category.
1. If you want to add custom pricing to an existing Category, right-click on the name
of the Category and select Edit Category.
NOTE: If you are in the process of creating a new Category, move on the next
step.
2. In the NEW/MODIFY CATEGORY PROPERTIES window, select the Change Pricing
Method checkbox.
3. Select USE CUSTOM PRICING SETUP FOR THIS CATEGORY.
4. Click Save
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5. If you are editing a Category which has Groups with varying Sale and Expense
Types you will be asked to update all Sale and Expense Types to match the
Category, or to only apply changes to Groups that match the Category. Depending
upon what you want, click either Yes or No.
6. In the CATEGORY PRICING SETUP screen, make the need adjustments to the values
in the formulas.
7. Click Apply to save the changes
8. Confirm that you want to update the pricing values in the PriceBook.
9. The formula icon will appear in front of the Category to confirm that it uses
custom pricing.
The PriceBook and the General Ledger
Before using the PriceBook, you will need to understand the relationship between the
PriceBook and the General Ledger.
SuccessWare21 is an accounting program, and its heart is the PriceBook. The PriceBook
simplifies the accounting process by pre-establishing a relationship between the items
you buy and sell and where they will post in the General Ledger. This is accomplished by
assigning Sale and/or Expense Types to all Items in the PriceBook. These Expense and
Sale Types are associated with individual account in the Chart of Accounts.
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Expense Types and Sale Types
Expense Types and Sale Types are assigned to Categories and Groups in the PriceBook.
The individual Items within that Category or Group inherit these Expense and Sale
Types. Expense Types and Sale Types are used to determine what General Ledger
account will be credited or debited when posting line items. The General Ledger
information included in an Expense and Sale Types includes: account, sub-account, a
description and an optional department.
NOTE: Generally you would not set up an Expense or Sale Type with a default
department number. By leaving the department blank, you will be prompted to
assign a department when you use a PriceBook item that is assigned to that
particular Expense or Sale Type. You will only set up a department on a Sale or
Expense Type if items that you assign that type to are usually posted to a specific
department. For example, if you were to create an Expense Type of “rent” that is
always charged against your administration department, you might include the
administration department as the default department on the Expense Type.
For each expense account identified in your Chart of Accounts you need to create an
Expense Type, and for each sales account identified in your Chart of Accounts, you will
need to create a Sale Type. This allows for the appropriate debits and credits to be
applied automatically to the correct accounts at the time of posting, without any further
effort on the part of the person entering the transaction in SuccessWare21.
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Expense Types
When any of these PriceBook items are added as a line item to an invoice or inventory
transaction and the transaction is posted, the Item’s cost will be posted to the expense
account that is linked to the item’s Expense Type.
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Sales Types
When any of these PriceBook items are added as a line item to an Accounts Receivable
invoice and the invoice is posted, the Item’s price will be posted to the sales account that
is linked to the Item’s Sale Type.
NOTE: As a rule, Expense Types are used when posting Accounts Payable
invoices and non-valued inventory items. Sale Types are used when processing
Accounts Receivable invoices.
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PriceBook
PriceBook Composition Key Items to Remember

The PriceBook is comprised of five Sections with each Section pertaining to a
different type of Item. They are Parts, Labor, Miscellaneous, Task, and
Overhead.

Each Section is comprised of any number of Categories, each Category is
comprised of any number of Groups, and each Group is comprised of any
number of Items.

You can create default pricing formulas to automatically compute your
invoice pricing.

Expense Types and Sales Types are used to determine what General Ledger
account will be credited or debited when posting line items.
SETTING UP THE PRICEBOOK
No matter how you plan to run your pricing, there are certain elements of the PriceBook
setup that have to be completed. Depending upon how you plan to use the PriceBook to
establish your pricing, some of these areas may need to be revisited later to have
additional information added.
Before you begin using the PriceBook you will need to:
1. Set Sale and Expense Types,
2. Create Categories and Groups,
3. Set pricing formulas, and
4. Add Items.
Expense and Sales Types
Expense and Sale Types are set up when preparing your General Ledger, however you
can edit the Sale and Expense Types from inside the PriceBook.
Editing Expense and Sales Types
1. Open the PriceBook.
2. Click on the PriceBook Setup button in the upper left corner of the PriceBook.
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3. Select Reference Libraries and then select Expense or Sale types. The setup for
each is identical.
The Expense or Sale Type window will open.
4. Press Ctrl+Enter to edit the list. You can also right-click on the list and select
Modify Mode.
5. Click on a Sale or Expense Type and press Enter to edit the line, or press Insert
to add a new item.
6. To save the Expense or Sale Type, press Enter.
NOTE: To exit a row without saving your changes press Esc.
7. To add additional Expense or Sale Types, press Insert. Click the Close button
(the “x” on the title bar) to return to the PriceBook.
PriceBook Categories
The first step to entering items into the PriceBook involves determining what categories
you will add for each section of the PriceBook. Categories are used to divide the
different items you have within each section. For instance, in Parts, you may have
categories of Plumbing Parts, Heating Parts, Equipment, etc.
Creating a Category
1. Select the PriceBook section that you wish to add the category to.
2. Right-click in the section and select New then New Category (or press Ctrl+C).
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3. Enter the name of the Category that will be stored in the PriceBook section. It can
be alpha numeric, may contain spaces, and be up to 15 characters long.
4. Enter a description of the Category that will appear in the section of the
PriceBook. It can be up to 40 characters in length.
5. Click on the drop-down arrow and select the Expense Type for the Category. The
Groups and Items that are part of that Category will inherit that Expense Type.
6. Click on the drop-down arrow and select the Sale Type for the Category. The
Groups and Items that are part of this Category will inherit that Sale Type.
NOTE: When creating a task category you will only be asked for a Sale Type.
 When creating an overhead category you will only be asked for an
Expense Type.
 When creating a task category you will not be asked for an Expense Type.
 When creating an overhead task category you will not be asked for a Sale
Type.
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SuccessWare21 will track the last price update and price formulas modified dates as you
use the system. The last price update is the date you last ran the automatic price update
based on the pricing formulas. The system does not track the last price update on
manually priced items.
7. Select CHANGE PRICING METHOD to select the pricing method for items in the
category.
Option
Effect
Use manual pricing for this
category
You must manually enter prices for
each item.
Use the default pricing setup for
this category
Will use the default pricing setup as
defined in the PriceBook setup
menu.
Use custom pricing setup for this
category
Will allow you to setup pricing
formulas to use for the items in this
Category. The effects of this pricing
change will only apply to this
Category.
8. Click Yes to save the new category.
NOTE: If you opted to use custom pricing for this category, the system will
display the custom pricing setup form where you will then define the formulas.
9. When a Category is saved, the system will attempt to update all Groups/Items in
the Category to insure that they have the correct Expense and Sale Types. You
will be prompted for appropriate action at that time.
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NOTE: If you are editing a Category which has Groups with varying Sale and
Expense Types you will be asked to update all Sale and Expense Types to match
the Category, or to only apply changes to Groups that match the Category.
Depending upon what you want, click either Yes or No.
10. To add a new Category to the same section of the PriceBook, instead of clicking
Save, click New at the bottom of the NEW CATEGORY PROPERTIES window. This
will save the current Category and allow you to start creating a new one.
Category Icons

The formula icon will precede Category names using default pricing.

The custom formula icon will precede Category names using custom pricing.

Categories using manual pricing will have no icon.
PriceBook Groups
Groups are used to further divide the different types of items within a Category. For
instance, in the Category Plumbing Parts, you may have groups of Brass Pipe Extenders,
Galvanized Pipe Extenders, ABS/PVC DWV 90 Ells, etc. You will add at least one
Group to each Category.
Creating a Group
1. Select the PriceBook Category that you would like to add the Group to.
2. Right-click on it and select New then New Group (or press Ctrl+G).
3. Give a name to the Group. It can be up to 15 characters in length.
4. Enter a description of the Group as you want it to appear in the PriceBook section.
It can be up to 40 characters.
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5. If you want to assign an Expense Type other than the one assigned to the
Category in which this Group resides, choose one from the drop-down list.
6. If you do change the Expense Type, all of the Items that you add to this Group
will inherit the Expense Type of the Group, not the Category. Task Groups do not
have an Expense Type.
7. If you want to assign a Sale Type other than the one assigned to the Category in
which this Group resides, then choose the Sale Type from the drop-down list. If
you do change the Sale Type, all of the Items that you add to this Group will
inherit the Sale Type of the Group, not the Category. Overhead Groups do not
have a Sale Type.
8. The GROUP NOTE field allows you to add notes about this particular Group that
will print with the Group when you print the PriceBook.
9. Click Save to save the new Group. Click New to save and create a new Group.
Click Cancel to exit without saving the Group.
Setting Up the PriceBook Key Items to Remember

Before you can begin using the PriceBook you will need to establish the
following:
-
Sales and Expense Types,
-
Categories and Groups,
-
Pricing formulas, and
-
Add Items.
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
Each Item that you add to the PriceBook, with the exception of Overhead
items, has default pricing formulas that control how the Item is priced.

The more general your Item numbers are the more limited your reporting
capabilities will be.

Miscellaneous Items are used for job related Items that are not considered as
Parts or Labor, such as for permits or equipment rentals.

Labor Items can be created for different labor types that you might provide.

Overhead Items are Items to represent the bills your company pays, such as
utilities or software subscriptions.
ADDING PRICEBOOK ITEMS
PriceBook Items
Items are the codes you will input when entering invoices (A/R and A/P) and maintaining
inventory. The information needed varies depending on the type of Item (Parts, Labor,
Miscellaneous, Task and Overhead) and how detailed you have decided to make your
PriceBook.
Within the PriceBook, each item is setup with an Item Number and a description.

A sale price will be recorded for Items that can be sold on receivables
invoices. When entering an Item on a receivables invoice, the description and
sale price are referenced. The sale price will be posted to the appropriate
General Ledger account as identified by the Item’s Sale Type.

A cost is recorded for Items that can be used on payables invoices. For
instance, parts can be both purchased and sold; therefore, parts can be set up
with both a sale price and a cost. When using an Item on a payables invoice
or inventory transaction, the description and cost will be referenced and
posted to the appropriate General Ledger account as identified by the Item’s
Expense Type.
Part Items
Part items can be added through the PriceBook or they can be imported using the Part
List Import and Vendor Part List Import Functionality. (For information on importing a
vendor part list, go to the Purchasing and Payables section.)
There are some considerations to keep in mind when deciding how you will input your
Part Items into the PriceBook based upon how you intend to use SuccessWare21.
If you will be using SuccessWare21 to manage your inventory, as well as to keep item
count by warehouse, you must create individual item numbers for each Item to be
counted. If you will not be using SuccessWare21 to manage your inventory, it will not be
necessary to create an item number for every size of a given piece of hardware. You can
create one general item number for that part type and use it for any type (size, color, etc.)
of that Item that you stock. You can override the type, description, cost, and price of each
line item when you enter it on an invoice or inventory transaction.
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NOTE: Even if you are not tracking inventory, the more general your item
numbers, the more limited your reporting capabilities will be. At minimum, you
must create an item for every sale and/or expense account you wish to post in the
General Ledger.
Another factor to consider for ordering and reporting purposes is whether or not you want
to keep track of vendor information for your individual Part Items. SuccessWare21 gives
you the ability to add this information if you choose.
Manually Adding Part Items to the PriceBook
1. Click on the plus in front of the Category to which you want to add the part and
select the PriceBook Group for which you wish to add an Item.
2. Right-click and select New then New part item (or press Insert).
3. Enter an item number for the part. This is the value that you will use when
entering line items on Accounts Receivable and Accounts Payable invoices, as
well as inventory transactions. The item number must be unique; it cannot be used
as an item number in any other section of the PriceBook. The item number can be
up to 15 characters long.
4. Enter a description of the item. Remember that often people will search for the
part by this number, so the more descriptive (and less abbreviated) the better.
5. Enter the other required information in the Part window.
NOTE: If you intend to maintain this part item in inventory the part must be
marked as “counted.” For further information see Adding a Part that Will Be
Added to Inventory.
6. If you want to save the newly added part and create a new part, click New. To
save and exit click Save. To exit without saving changes click Cancel.
Adding Parts into the PriceBook through an Import
If you have a part list already built in a program like Excel or are able to get a list of parts
from a vendor, the items in the list can be imported into the SuccessWare21 PriceBook.
An import file can also be used to update the Description, Price, Manufacturer, Model
Number or UPC code of an existing PriceBook Part item. In order for the items to be
imported (or updated), the list must contain column headers that exactly match those that
are specified in the import instructions.
While the list can be created in Excel (or any other spreadsheet program), in order for
you to import the file it must be saved as a Tab Delimited Text file. If you have built the
part list in Excel, simply perform a Save As and select Text (Tab Delimited) in the SAVE
AS TYPE drop down.
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The import utility will allow you to create the part items in SuccessWare21 either with or
without Vendor information attached to them.
The import file that you create may contain the following data. Column names must be
created in the import file EXACTLY as they appear below. Any column names in the
following table which appear in bold are required fields. Failure to include them will
cause the import to fail.
Column Name
Description
ItemNo
If the Item is being added as a new part to
the PriceBook, the ItemNo must be
unique to ALL items in the PriceBook
(Parts, Labor, Misc, Tasks, Overhead)
If you are updating existing parts it must
match an existing Part Item Number in
the PriceBook.
Description
Corresponds to the Description field for
the Part in SuccessWare21. This field
only required if the Add column is
marked as "true"
Price
This is the price you wish to set as the
Standard Cost of the Item
Add
If this column contains an "x", "yes" or
"true", then SuccessWare21 will create a
part item in the PriceBook for this row
using the ItemNo, Description, Counted,
Valued and Serialized field values. If the
ItemNo is already in use, the item will not
be added and the import for the line will
fail.
(Only required if new
items are being added to
the PriceBook).
Category
In this column you can specify the
Category where the part should be
imported. The Category must already
exist in the Parts section of the Pricebook.
Group
In this column you can specify the Group
where the part should be imported. The
Group must already exist in the Parts
section of the Pricebook.
When adding to new items to the PriceBook via the import you can
assign them a status of counted, value or serialized through the import
file. The import file can be used to assign different status' to each item
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Column Name
Description
added. Through the import utility you will be able to mark ALL items
as counted, valued or serialized. If you choose to not use these import
fields or add the values through the import utility, the items will be
marked as false in all three fields.
Counted
If this column contains an "x", "yes" or
"true", than the item added to the
PriceBook for this line will be marked as
Counted.
Valued
If this column contains an "x", "yes" or
"true", than the item added to the
PriceBook for this line will be marked as
Valued.
Serialized
If this column contains an "x", "yes" or
"true", than the item added to the
PriceBook for this line will be marked as
Serialized.
Mfr
Corresponds to and must match an
existing value in the Manufacturer
reference table in SuccessWare21.
ModelNo
Allows you to identify the Manufacturer
number or Model number of the part.
UPC
Allows you to identify the UPC code of
the part being added
To Import PriceBook Part Items
Once you have built a Part List or Vendor Part List import file which contain the
appropriate data you can import the file.
1. Open the PURCHASING MANAGER and select the Vendor Part indicator at the top
of the window.
2. Right click in the grid and select Import Vendor Part List
3. In the OPEN window navigate to the folder where you have saved the file you
want to import
4. Select the file and click OK, SuccessWare21 will open the IMPORT OPTIONS
window.
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The IMPORT OPTIONS Dialog, offers you options for processing when importing
vendor part lists. Based on the columns contained in your import file you will
have the following options:
a. Update existing vendor part items—this is the basic operation and
will always be available.
b. Create new vendor part items when necessary—this option will be
available if you have included the ITEMNO columns in your import
file.
c. Create new PriceBook part items when necessary—this option will
be available if you have included the ADD, ITEMNO, and DESCRIPTION
columns in your import file. Note that any PriceBook part items
created will be ‘uncategorized’. This means they will not be assigned
to a category or group within your PriceBook. Within the PriceBook
you can multi-select and drag the new parts into appropriate part
groups. This will assign the related sale types, expense types, and
pricing formulas to the new parts.
d. Update Existing PriceBook Items (Description, mfr, model no,
upc)- This option will update existing PriceBook items with the detail
you specify in the import.
When creating new PriceBook items, create them as…
The Counted, Valued and Serialized status identifies how the part items will be
handled if inventory is activated.
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a. Counted—, and you have not included the column ‘Counted’ in your
import file, you can set this checkbox to control the value of ‘counted’
for Pricebook items created.
b. Valued—if you are adding new PriceBook part items, and you have
not included the column ‘Valued’ in your import file, you can set this
checkbox to control the value of ‘valued’ for Pricebook items created.
c. Serialized—if you are adding new PriceBook part items, and you have
not included the column ‘Serialized’ in your import file, you can set
this checkbox to control the value of ‘serialized’ for Pricebook items
created.
When Processing a Part for a Vendor…
a. Make the vendor the ‘primary’ supplier for the part (bump current
primary to secondary)
b. Make the vendor the ‘primary’ supplier for the part (replace the
current primary).
c. Make the vendor the ‘secondary’ supplier for the part.
d. Do not make any supplier preference changes.
5. Select the appropriate import options and click OK. SuccessWare21 will attempt
to import the file.
6. Any new Parts that have been added to the PriceBook will be added to a new
Category in the Part section called "Uncatagorized". From here, they can be
dragged and dropped into the Category and Groups in which you want them to
reside. When moved to the new Category and Group they will "inherit" the Sale
and Expense Type as well as the pricing settings of the Category into which they
are placed.
Reviewing Results and Fixing Failures
After importing, SuccessWare21 will report on the number of rows that succeeded and
failed, how many PriceBook items and/or vendor part items were created/updated and
supplier preference changes made. The original text file will contain an IMPORT_STATUS
column after the import attempt. You can open the file and examine this field to
determine which lines succeeded and which lines failed. The file will also contain an
IMPORT_STATUSMESSAGE column which will contain information/results for the row and
any error messages.
Based on this information you can make adjustment to the import file and run the import
again.
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Adding a Part That Will Be Added to Inventory
When you are tracking perpetual inventory with SuccessWare21 you must enter some
specific information when entering your part items.

You must enter part numbers for each Item (ex. a separate item number for
each size, color, etc. of a given piece of hardware.)

You must mark the part as counted and/or valued. You may choose to mark
the part as serialized as well.
1. Open the PART ITEM window either by creating a new part or by editing an
existing part.
2. Enter the appropriate identification and cost information if necessary.
3. Check the boxes that apply to how you want to track this part in inventory. The
Icon in front of the COUNTED selection will change to reflect the combination of
selections you have chosen.
Note: Even if you are not currently using inventory, but may use it in the future, it is
highly recommended that you mark items in the PriceBook as counted and valued. While
Inventory is not active, the setting will have no effect, however if you do wish in the
future to activate Inventory, no editing of the parts will be necessary at that time.

Counted -- checkmark if you want the Item to be counted and tracked through
inventory.

Valued -- check if you want the part valued. Valued Items will post to the
inventory asset account in the General Ledger when the Item is purchased, it
will then post to the General Ledger account listed in the Expense Type when
the Item is sold. Items that are not valued will post to the General Ledger
account that is on the group’s Expense Type.

Serialized -- check if this will be a serialized Item. Serialized Items require
you to enter serial numbers whenever the item is purchased or sold.
4. Click Save to save the changes to the Part Item or click on Cancel to close
without saving.
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Adding Substitute Items and Vendor Information for a Part Item
To account for a situation where you may be creating a requisition and a particular part is
out of stock, SuccessWare21 allows you to enter substitute Items for a part.
1. To add substitute item information, click Misc.
2. Click on the drop-down arrow in the SUBSTITUTE ITEM(1) field to bring up the
Parts search screen
3. Find the part you want to list as an available substitute and double-click on it. For
more information on searching the parts list see Searching.
4. Continue the steps above to add SUBSTITUTE ITEM(2).
Vendor Part Items
Part items in the SuccessWare21 PriceBook allow you to record specific vendor
information related to the part. This vendor information includes the vendor’s number for
the part and the vendor’s price for the part as well as identify primary and secondary
vendors for the item. This information can than be used during the purchasing process.
For example, when items that contain vendor part information are included on a Purchase
Order, the PO will include the vendor’s number for the part and list it at the price you
have identified for the part when purchased from that vendor. Additionally, when using
the Purchasing Wizard, the process will be further automated by the fact that a primary
vendor will already be identified for the parts.
A single item in the PriceBook may have more than one vendor's information related to
it. For example, if you purchase a part from multiple vendors, you can attach the vendor
part information for each of the vendors to the single PriceBook item.
Vendor Part information can be manually added to parts through the PriceBook, however
SuccessWare21 also allow you to import vendor part information.
Manually Adding a Primary and Secondary Vendor for an Item
1. To add a primary and secondary vendor for a Part, click Misc.
2. In the lower part of the window, where the vendor fields are displayed, right-click
and select Vendors for item…
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This will open the VENDOR FOR ITEM/PURCHASE HISTORY screen.
3. Press Insert to add a Vendor.
4. Put an “X” in the 1st or 2nd field to establish the vendor as primary or secondary.
5. In the VENDORNO field, enter the vendor number or click on the
bring up the vendor search
button to
NOTE: If the vendor you want to add is not in the list one may be added from the
search window by pressing Ctrl+Enter and then Insert. For further information
see Adding a Vendor.
6. Enter the remaining values and press Enter to save the vendor information.
7. Press Insert to add another vendor for the item if necessary.
NOTE: To see a history of purchases for the item click on the Purchase History
button
8. To Exit the VENDORS FOR ITEMS/PURCHASE HISTORY window, Click on the “X”
in the upper right-hand corner of the screen.
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The Parts Window
Field
Category & Group
Description
Fills in automatically based upon
the Group you chose. You can
accept the Category and Group,
select a different Category and/or
Group, or use Quick Add to add the
appropriate Category and Group.
Active
If this is a new Item, the ACTIVE
checkbox will be chosen by default.
If you are creating or editing the
Item you may choose to activate or
deactivate the Item.
Item Number
An item number MUST be unique.
It should be different from item
numbers used in all sections of the
PriceBook (i.e. you can not have
Item 10-10-22 in Parts and Item 1010-22 in Tasks). The item number
can be up to 15 characters in length.
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34
Field
Description
Description
This value will appear in the
DESCRIPTION column when
searching the PriceBook.
UPC#
Enter the Item’s Universal Product
Code if you have it.
Manufacturer
If a particular manufacturer
produces this Item, you can pick
their name from the list. You can
also use Quick Add to add a new
manufacturer to the list.
Mfr. Part/Model No
Enter the manufacturer’s part
number or model number.
Unit of Measure
Enter the unit of measure for the
Item as an abbreviation; for
example, Ea for each, Doz. for
dozen, ft. for foot, etc. This is how
you buy the Item.
Minimum Order Qty.
Enter the quantity at which you can
order and get the best pricing for the
Item.
Label lot qty.
This field is for companies using bar
code scanners. Enter a value that
quantifies how many labels will
need to be printed per unit of the
Item received. For example, if a
particular Item come in cases of 12,
the LABEL LOT QTY. would be
12.
Counted
Add a checkmark if you want the
Item to be counted and tracked
through inventory.
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Field
Description
Valued
Add a checkmark if you want the
part valued. Valued Items will post
to the inventory asset account in the
General Ledger when the Item is
purchased, then it will post to the
General Ledger account listed in the
Expense Type when the Item is
sold. Items that are not valued will
post to the General Ledger account
that is on the group’s Expense Type.
Serialized
Add a checkmark if this will be a
serialized Item. Serialized Items
require you to enter serial numbers
whenever the Item is purchased or
sold.
Standard Cost
Enter the cost value that you want to
use for pricing calculation.
Average Cost
This value will automatically be
calculated based upon the amount
paid for the Item on payables
invoices. Average Cost = Total
Cost/Quantity on hand.
Last Cost
This value will automatically be
calculated based upon the last
amount shown as cost for this item
on a payables invoice.
Standard Price
If you have pricing formulas in
place, this value will be calculated
based upon the standard cost. If you
are using manual pricing you will
need to enter the price.
Expense Type and Sale Type
Defaults to the type assigned to the
Group of which the part will
become a member.
Qty on Hand and Total Value
Automatically populated if this is an
existing part that is maintained in
inventory.
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Field
Description
Part-as-Task Pricing
Add checkmark to activate. For
further information, see As-Task
Pricing.
Value Correction button
This selection allows you to adjust
inventory counts and values for the
selected Item. For more information,
see Value Correction in Inventory.
Miscellaneous Items
Miscellaneous Items are used for job related Items that are not considered as Parts or
Labor. These could include a subcontractor who does surveys or the cost of a permit.
Miscellaneous Items can be used on invoices or for creating Tasks.
Adding a Miscellaneous Item
1. In the Misc. Section, right-click on the Group to which you want to add a
Miscellaneous Item and select New then New Misc. Item, or press Insert.
2. Enter an item number for the Miscellaneous Item. This is the value that you will
enter when doing line item entry to identify the specific Miscellaneous Item. The
item number must be unique; it cannot be used as an item number in any other
section of the PriceBook. Item numbers can be up to 15 characters long.
3. Enter a description of the Miscellaneous Item. This is a field that can be used to
search for the Miscellaneous Type and will appear as the description when the
Miscellaneous Item is used as a line item.
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4. Enter the STANDARD COST for this Miscellaneous Item. This is the amount that
you pay for this Miscellaneous Type. If you have created a miscellaneous pricing
formula, SuccessWare21 will use the values that have been entered there, apply
them against the standard miscellaneous cost that you enter and calculate the
STANDARD PRICE.
5. In order for the STANDARD PRICE to calculate, you must click on the Recalc Price
button at the bottom of the window.
6. If you are not using pricing formulas, enter the standard price that you will charge
for this Miscellaneous Item in the STANDARD PRICE field.
7. If you want to assign Miscellaneous-as-Task Pricing check the box and fill in the
appropriate information.
8. If this Miscellaneous Item can be purchased, check the CAN PURCHASE checkbox.
If the CAN PURCHASE checkbox is not selected, the Miscellaneous Item will not
show up in an item search while creating payables invoices, purchase orders,
requisitions or receipts.
9. If you have checkmarked CAN PURCHASE, you can select a primary and secondary
vendor for the Item.
NOTE: In the other section of the PriceBook, the Category or Group to which the
Item has membership defines the Expense and Sale Types. Since there tends to be
a limited number of miscellaneous Categories and Groups, you can assign
Expense and Sale Types directly to a Miscellaneous Item.
10. If you want to assign a different Expense Type than the one shown for the
Miscellaneous Item, click on the drop-down arrow and select it from the list.
11. If you want to assign a different Sale Type than the one shown for the
Miscellaneous Item, click on the drop-down arrow and select it from the list.
12. To save and close the Miscellaneous Item, click Save. To save and create a new
Miscellaneous Item, click New. To close the Miscellaneous Item without saving
the changes, click Cancel.
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Labor Items
Labor Items are used to calculate cost and price for the different types of labor used by
your company.
Labor Items can be created for different labor types that you might provide. For instance,
you may create a separate rate for a second technician on site, apprentice labor or perhaps
even weekend or after-hours labor. These Labor Items then can be used as individual line
items on an Accounts Receivable invoice or as line items when creating Tasks.
Adding a Labor Item
1. In the Labor Section, right-click on the Group to which you want to add a Labor
Item and select New then New Labor Item, or press Insert.
2. Enter an item number for the Labor Item. This is the value that you will enter on
Accounts Receivable invoices to identify the specific labor Item. The item
number must be unique, it cannot be used as an item number in any other section
of the PriceBook. The item number can be up to 15 characters long.
3. Enter a description of the Labor Item.
4. The STANDARD LABOR feature allows you to define the default for labor. Only one
of your Labor Items can be chosen as the labor default. The labor default item
controls the amount that is used when calculating labor costs if a specific labor is
not chosen.
NOTE: If Payroll has been activated, this ‘standard labor’ Item is maintained
from within the payroll setup and the checkbox on the Labor Item form will be
disabled.
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5. Enter the STANDARD COST for this Labor Item. This is the hourly amount that you
pay for this labor type. If you have already created a labor pricing formula,
SuccessWare21 will use the values that have been entered and apply them against
the standard labor cost that you enter and automatically calculate the STANDARD
PRICE.
6. If you are not using pricing formulas, enter the standard price you will charge for
this Labor Item in the STANDARD PRICE field.
NOTE: In the other section of the PriceBook, the Category or Group to which the
Item has membership defines the Expense and Sale Types. Since there tends to be
a limited number of Labor Categories and Groups, you can assign Expense and
Sale Types directly to a Labor Item.
7. If you want to assign a different Expense Type than the one shown for the Labor
Item, select it from the list.
8. If you want to assign a different Sale Type than the one shown for the Labor Item,
select it from the list.
9. To save and close the Labor Item, click Save. To save and create a new Labor
Item, click New. To close the Labor Item without saving the changes, click
Cancel.
Overhead Items
Overhead Items are those items that represent “the bills” your company must pay. These
could include, but are not limited to, rent, utilities, software subscriptions and printing
costs. Overhead Items are used as purchasing and accounts payable only. They are not
used as detail in tasks nor are they included on AR invoices. Overhead Items allow you to
select an Expense Type for each Item.
Adding Overhead Items
1. In the Overhead Section of the PriceBook, right-click on the group to which you
want to add the Overhead Item and select New then New Overhead Item, or press
Insert.
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2. Enter an item number for the Overhead Item. The item number must be unique; it
cannot be used as an item number in any other section of the PriceBook. The item
number can be up to 15 characters long.
3. Enter a description of the Overhead Item.
4. Enter the STANDARD COST of the Overhead Item. This is the cost that will appear
when the Overhead Item is added to an AP invoice.
5. Enter an Expense Type for the Overhead Item.
6. To save and close the Overhead Item, click Save. To save and create a new
Overhead Item, click New. To close the Overhead Item without saving the
changes, click Cancel.
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TASK ITEMS
How you set up your Tasks is determined by how you want to use the PriceBook. There
are options available to you in creating tasks in the PriceBook which will affect the Print
outputs available to you :

Comparative Pricing,

Standard Pricing (Price Levels),
You can also create Part and Miscellaneous Items with “as-task” pricing, allowing you
another method of creating flat-rate task pricing or allowing the Item to be used as an
add-on to an existing task.
Before you begin to create tasks using any of the methods mentioned above, you must
complete the required Default Task Pricing Setup for the type of tasks you will be
creating.
Adding Part, Labor and Miscellaneous Detail to Tasks
Tasks can be created in the PriceBook either with Part, Labor and Miscellaneous detail or
without. Tasks built without detail will have their price determined by an "Override
Price" or by using Task Duration (Labor) as the price basis
Adding detail refers to identifying the amount of labor (in minutes) for which you will be
charging the customer, as well as listing any part and miscellaneous items that are
generally required to complete the task.
Tasks that are built with part, labor and miscellaneous detail offer many benefits in terms
of related functionality throughout SuccessWare21, which are note available when tasks
are built without detail.
Benefits of adding Part, Labor and Miscellaneous Detail to Task Items:

If you are using SuccessWare21 to BUILD your flatrate tasks (Using the
system to calculate the flatrate price), adding a list of required parts and
miscellaneous items as well as required labor will result in the calculation of a
task price which should fall in-line with your Margin expectation. This is
because the system will apply the markups identified by you in your Pricing
Formulas to the items you expect to use as well as add any additional
surcharges or flat charges you have defined.

When the detailed task is added to an Accounts Receivable invoice, the listed
detail will automatically appear as job cost in the job costing screen associated
with the invoice. Here the detail list can simply be modified (if necessary) to
represent what actually happened on the job.

The Labor time (task duration) identified in the task is used by the system to
represent "Billable Hours". These Billable Hours can then be reported for
payroll sake and are compared to technician actual hours when calculating the
"efficiency" of your technicians in Scorecard reports as well as Technician
Productivity Reports.
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
Part and Miscellaneous detail associated with a task can automatically be
added to Purchase Orders and Inventory Requisitions via the Sales Quote
Process as well as through the Purchasing Wizard

Using the PriceBook print options you can print a Jobs Breakdown report,
which will print a list of task and for each, identify the listed part, labor and
miscellaneous detail along with quantities required. This can be used by
technicians when calling in costing information as well as to assure that the
required materials are on their truck before they set out to perform certain
jobs.
Creating the PriceBook with Comparative Pricing
Using comparative pricing will allow you to create a book of tasks that will give you two
columns of prices, in addition to a calculated “You Save” column. When creating
comparative pricing you have two options as to how you will build your task:

With Detail -- This involves adding each individual Part, Miscellaneous and
Labor Item that is required to complete the task and allowing SuccessWare21
to calculate the task price based upon the cost of those Items.

Without Detail -- This involves entering an amount of time required to
complete the task. SuccessWare21 then calculates the price of the task based
upon applying your labor pricing factors and task duration. Additional Part
and Miscellaneous costs can be added to the task.
How to Enter Task Pricing Formulas for Comparative Priced Tasks
1. Click on the PriceBook Setup button in the upper right corner of the PriceBook
window and select Modify default pricing setup.
2. Click on the TASKS tab.
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3. Enter the percentage to add to the total cost of the task. This is used to cover
overhead associated with the task. Enter a value between 0 and 100 percent.
4. Enter a TRUCK OPERATING SURCHARGE (TOS). This is a flat dollar amount that
you add to a task to cover vehicle expenses, such as, fuel, maintenance, and
insurance.
5. Enter a percentage to add to the task amount to cover the amount you will enter
into bonus accounts that have been set up for technicians.
6. By checking the INCLUDE TAX IN PRICES check box, tax will be added to the
calculated task price.
Note: In order for the tax you have added to the task price to post to your default tax
liability account, you must checkmark the appropriate box in the COMPANY SETUP form's,
OTHER tab.
7. Enter the tax percentage and checkmark whether or not you want to apply tax to
Parts, Labor or Miscellaneous task Items.
8. Checkmark the CALCULATING BONUS POINTS BEFORE ADDING TAX box if you want
bonus points calculated on the pre-tax task price or after tax has been added if you
have chosen to include tax and have included bonus points.
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9. If you want to round the price of your tasks up to the next whole dollar,
checkmark the ROUND PRICES TO NEXT DOLLAR checkbox. The adjustment to the
price to accommodate the rounding will effect the miscellaneous sale amount.
10. Click Save to save and exit the PRICEBOOK DEFAULT PRICING SETUP dialog box.
To exit without saving changes click Cancel. To continue with another pricing
setup, click on the appropriate tab.
Creating a Comparative Priced Task with Item Detail
Before creating Standard Price tasks with item detail you must complete:

Addition of all Part, Labor and Miscellaneous Items in the PriceBook that you
intend to use in the task,

Labor pricing formulas,

Task pricing formulas, and

Part and Miscellaneous pricing setup.
1. Right-click on the Group to which you want to add the task and select New task
item.
2. Enter an item number and DESCRIPTION for the task.
3. Enter the TASK DURATION in minutes.
4. Enter the number of technicians required to complete the task.
The task duration and number of technicians required will be used to calculate the labor
cost and price based upon your labor pricing setup.
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5. To enter task detail, click into the detail section of the window and press Insert.
This will add a new line. You can use the Tab keys to move through the fields.
6. Tab to the ITEM NO field and add the number of the Part, Labor or Miscellaneous
Item you want to add. If you do not know the number you can press the down
arrow key to open the item search screen.
NOTE: If you enter a labor line item in the detail area, the Task duration will no
longer be an editable field. Task duration will equal the number of labor units
(quantity) times 60 minutes. This is useful if you are adding Labor Items for
technicians with different labor rates.
7. When the item number is entered, Tab off of the field and SuccessWare 21 will
fill in the rest of the item fields.
8. Change the quantity if necessary
9. Press Enter to save the line item.
10. Continue to use Insert to add additional Items.
11. Once you have entered all the detail items you require, click on the Standard
price button.
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12. If you have entered Part, Labor or Misc. Item detail, SuccessWare21 will
calculate the total cost of those items in the COST SUMMARY section. If you have
not entered an item of a particular type, such as Misc. you can enter a cost
manually in the field.
NOTE: You may need to press the Recalc pricing button to update the price after
you have entered your costs.
If you want to set a price for the task that is different than the calculated price, check the
OVERRIDE OUR PRICE check box and type the price in the OVERRIDE AMOUNT field.
SuccessWare 21 will either negatively or positively adjust the miscellaneous price of
your task to accommodate the new price.
13. Click Save to save and close the task.
Creating a Comparative Priced Task without Item Detail
When creating a comparative priced task, it is not necessary to enter individual item
detail to generate a price. You can leave the detail section of the task empty and manually
enter your costs in the STANDARD COST screen.
1. Enter an item number and description for the task.
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2. Enter the task duration in minutes.
3. Enter the number of technicians required to complete the task.
4. Since you will not be entering labor line items you must enter the task duration
and number of technicians in order for the labor cost and pricing to be calculated.
5. Click on the Standard price button.
6. Manually enter a part cost if necessary.
7. Enter any additional miscellaneous costs if necessary. Miscellaneous cost will be
added to the additional charges you added to the task in the Task pricing setup
and will calculate the total miscellaneous sale.
NOTE: You may need to press the Recalc pricing button to update the price after
you have entered your costs.
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8. If you want to set a price for the task that is different than the calculated price,
check the OVERRIDE OUR PRICE check box and type the price in the OVERRIDE
AMOUNT field. SuccessWare 21 will either negatively or positively adjust the
miscellaneous price of your task to accommodate the new price.
9. Click Save to save and close the task.
Creating the PriceBook using Price Levels
When you use the PriceBook with price levels, you are creating a flat-rate task, and then
applying an additional price or reduce price to that task based upon predetermined
circumstances. SuccessWare21 allows you to add or subtract a flat percentage from the
standard price of the task and/or add or subtract minutes of labor from the standard price
of the task.
When creating Tasks with price levels you have two options as to how you will build
your task:

With Detail -- this involves adding each individual Part, Miscellaneous, and
Labor Item required to complete the task and allowing SuccessWare21 to
calculate the task price based upon the cost of those Items

Without Detail -- this involves entering an amount of time required to
complete the task. SuccessWare21 can calculate the price of the task based
upon applying the labor pricing you established to the task duration you
choose. Additional Part and Miscellaneous costs can also be added to the task.
Adding Price Levels to the Default Task Pricing Formula
To set up formulas that will serve as the default pricing scheme for your PriceBook you
must create default pricing formulas.
1. Click on the PriceBook Setup button in the upper-right corner of the PriceBook
window and select Modify default pricing setup.
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2. Click on the TASKS tab in the PRICEBOOK DEFAULT PRICING SETUP
window.
3. Enter percentage to add to the total cost of the task. It is used to cover overhead
associated with the task. Enter a value between 0 and 100 percent.
4. Enter a TRUCK OPERATING SURCHARGE (TOS). This is a flat dollar amount
that you add to a task to cover vehicle expenses, such as, fuel, maintenance, and
insurance.
5. Enter a percentage to add to the task amount to cover the amount you will enter
into bonus accounts that have been set up for technicians.
6. By checking the INCLUDE TAX IN PRICES check box, tax will be added to the
calculated task price.
Note: In order for the tax you have added to the task price to post to your default tax
liability account, you must checkmark the appropriate box in the COMPANY SETUP form's,
OTHER tab.
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7. Enter the tax percentage and checkmark whether or not you want to apply tax to
Parts, Labor or Miscellaneous Task Items.
8. Checkmark the CALCULATE BONUS POINTS BEFORE ADDING TAX box if
you want bonus points calculated on the pre-tax task price or after tax has been
added, if you have chosen to include tax and have included bonus points.
9. If you want to round the price of your tasks up to the next whole dollar,
checkmark the ROUND PRICES TO NEXT DOLLAR checkbox. The adjustment
to the price to accommodate the rounding will effect the miscellaneous sale
amount.
10. Checkmark USE PRESET PRICING FORMULAS… This will open the pricing
formulas grid in the lower half of the window.
11. If you want to use the calculated retail price as Level 1 of your price levels, check
the USE RETAIL PRICE LEVEL box.
12. Place a checkmark in front of each level you want to use and add a description of
the price level.
NOTE: If left blank, the standard price will be Level 1 of your price levels. You
can also edit the default price levels that were created.
13. To increase or decrease the standard price of the task by a flat percentage, tab into
the (+/- %) column for the price level and enter a positive or negative value.
14. To increase or decrease the standard price of the task by adding or removing
minutes of labor, tab into the (+/- MINS) column for the price level and enter a
positive or negative value.
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15. Once you have created your price levels and set the adjustments, press Save.
NOTE: You can make adjustments to both the percentage and minutes for a price
level if you wish to do so.
Adding Price Levels to an Individual Category
If you want to create individual categories with their own unique price levels you can add
price levels to a category.
1. Right-click on the Category you want to add price levels to and select Edit
Category.
2. Click the checkmark in front of CHANGE PRICING METHOD.
3. Choose USE CUSTOM PRICING SETUP FOR THIS CATEGORY.
4. Click Save.
5. Click on the TASKS tab in the PRICEBOOK DEFAULT PRICING SETUP
window.
6. Create your price levels as you would using the default setup.
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NOTE: You can also set up price levels for a Category while creating the
category by using custom pricing under change price levels.
7. Once you have created or edited your price levels and set the adjustments, click
Apply, then click Yes to save the pricing structure changes.
8. You will be asked to rebuild the price levels for the Category. Click Apply.
9. SuccessWare21 will update the price levels for tasks within the Category.
Creating Tasks with Price Levels and Item Detail
Before creating Standard price tasks with item detail you must complete:

All Part, Labor and Miscellaneous Items in the PriceBook that you intend to
use in the task,

Labor pricing formulas,

Task pricing formulas, and

Part and Miscellaneous pricing setup.
1. Right-click on the Group to which you want to add the task and select New task
item.
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2. Enter an item number and description for the task.
3. Enter the task duration in minutes.
4. Enter the number of technicians required to complete the task.
5. The task duration and number of technicians required will be used to calculate the
labor cost and price based upon your labor pricing setup.
6. To enter Task detail, click into the detail section of the window and press Insert.
This will add a new line. You can use the Tab keys to move through the fields.
7. Tab to the ITEM NO field and add the number of the Part, Labor or Miscellaneous
Items you want to add. If you do not know the number, you can press the down
arrow key to open the item search screen.
NOTE: If you enter a labor line item in the detail area, the Task duration will no
longer be an editable field. Task duration will equal the number of labor units
(quantity) times 60 minutes. This is useful if you are adding Labor Items for
technicians with different labor rates.
8. When the item number is entered, Tab off of the field and SuccessWare 21 will
fill in the rest of the item fields.
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9. Change the quantity if necessary.
10. Press Enter to save the line item.
11. Continue to use Insert to add additional items.
12. Once you have entered all the detail items you require, click the Standard Price
button.
13. If you have entered a Part, Labor or Misc. Item, SuccessWare21 will calculate the
cost summary field. If you have not entered an item of a particular type, such as
Misc. you can enter a cost manually in the field.
NOTE: You may need to press the Recalc pricing button to update the price after
you have entered your costs.
14. If you want to set a price for a task that is different than the calculated price,
check the OVERRIDE OUR PRICE check box and type the price in the OVERRIDE
AMOUNT field. SuccessWare 21 will either negatively or positively adjust the
miscellaneous price of your task to accommodate the new price.
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15. If you have created Price levels in your default pricing setup or the pricing setup
for this Category, click on the Price levels button.
16. Click on the Rebuild price levels button to calculate the price levels for this task.
17. Click Save.
Creating Tasks with Price Levels and No Item Detail
When creating price level Task without detail, it is not necessary to enter individual Item
detail to generate a price. You can leave the detail section of the task empty and manually
enter your costs in the STANDARD COST screen.
1. Enter an item number and description for the task.
2. Enter the task duration in minutes.
3. Enter the number of technicians required to complete the task.
Since you will not be entering labor line items you must enter a task duration and number
of technicians in order for the labor cost and pricing to be calculated.
4. Click on the Standard Price button.
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5. Enter PARTS COST if necessary. SuccessWare21 will calculate the part price.
6. Enter any additional miscellaneous cost if necessary.
The miscellaneous cost will be added to any additional charges you added to the task in
the Task pricing setup and will calculate the total miscellaneous sale.
NOTE: You may need to press the Recalc pricing button to update the price after
you have entered your costs.
7. If you want to set a price for the task that is different than the calculated price,
check the OVERRIDE OUR PRICE check box and type the price in the OVERRIDE
AMOUNT field. SuccessWare 21 will either negatively or positively adjust the
miscellaneous price of your task to accommodate the new price.
8. If you have created price levels in your default pricing setup or the pricing setup
for this Category, click on the Price levels button.
9. Click on the Rebuild price levels button to calculate the price levels for this task.
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10. Click Save.
Creating a Diagnostic Task
Tasks built in SuccessWare21 can be identified during setup as a "diagnostic" task. The
Diagnostic flag is used when generating Job and Invoice Scorecard reports. When a
Diagnostic task is added as a line item on an invoice the line item's "item type" will
automatically be set to "Diagnostic".
Note: a task that has not been pre-established as Diagnostic can still be marked as a
Diagnostic task at the time it is entered on the invoice by changing the Item Type of the
line item.
Marking a Task as a Diagnostic
1. Create or edit an existing task as you normally would.
2. Checkmark the Diagnostic checkbox located the right of the description field.
3. Make any other required additions or changes to the task
4. Save the Task
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Creating “As-Task” Pricing for Part and Miscellaneous Items.
As-task pricing allows you to turn a Part Item in to a Task Item at the time it is entered on
an invoice. Instead of entering the price just to sell the part, you can enter the cost to both
sell and install the part. This is done by adding an allotment of labor to the part to account
for its installation. SuccessWare21 allows you to create Parts and Miscellaneous Items in
your PriceBook with “as-task” pricing at the time Items are added to an invoice, labor
will automatically be added to the price of the Item. This gives you the option of creating
a flat-rate-task “on the fly” by adding a number of “as-task” Items to an invoice. It also
allows you to add parts to an existing flat-rate task and have the labor automatically
included.
NOTE: When an item that has been assigned Part-as-task pricing is entered on an
invoice, the price for the part alone will be entered by default. In order to use the
task pricing, you must choose to use the part “as task” when searching for the
part.
“As-Task” pricing can be added to both Part and Miscellaneous Items. The process for
the creation of “as-task” pricing is the same for both.
Creating As-Task Items
In order to set up as task items, the task portion of Pricing Setup must be complete.
1. Open the Part or Miscellaneous Item to which you want to add “as-task” pricing
by right-clicking on the Item and selecting Edit item or by double-clicking on it.
2. Check the PART-AS-TASK PRICING checkbox in the Item window.
3. Enter the number of minutes of labor it will take to complete the task.
4. Tab out of the LABOR ALLOTTED field and SuccessWare21 will update the price
based upon the labor allotment that you have added to the Item.
5. Click Save.
NOTE: You can also add, “as-task” pricing while creating a new Part or
Miscellaneous Item.
Task Items Key Items to Remember

There are three ways you can set up your PriceBook pricing. They are:
-
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Comparative pricing,
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Standard pricing (multiple price levels), or
-
Tiered pricing.

You can also create Part and Miscellaneous Items with “As-task” pricing.

You can create individual Categories with their own unique price levels.

If you enter a Labor line item in the detail area, the Task duration will no
longer be editable.

When creating a price level task without detail, it is not necessary to enter
individual item detail to generate a price.

When building Tasks, you can copy information from a Task that is already
loaded in SuccessWare21 by clicking Copy in the NEW ITEM (TASK)
window.

As-task pricing allows you to turn a Part Item into a Task Item at the time it is
entered on an invoice.
UPDATING & MAINTAINING THE PRICEBOOK
Once you have built your PriceBook you will need to keep it up to date. For ease of use,
SuccessWare21 allows you to sort sections of the PriceBook by any of the column
headers. It also allows you to automatically update the costs and prices of Items that you
have added to the PriceBook.
Displaying PriceBook Items
Where you click in the PriceBook controls what information you will see in the
PriceBook window. SuccessWare21 provides the following three options:
1. View all Items that are within a particular Category,
2. View only those Items that are within a particular Group, and
3. View individual Items.
Once the Items are displayed, you can sort them however you wish by clicking on the
column header within the grid by which you want to sort.
Displaying Items within Categories and Groups
1. Clicking on a Category name in any section of the PriceBook will display all
Items that are members of any Groups within that Category.
2. Clicking on a Group name will only display Items that are members of that
Group.
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Searching for Specific Items within the PriceBook
The PriceBook contains a search bar that allows you to search for Items by item number
and description.
NOTE: If you have a preinstalled PriceBook, you can also filter the search based
upon whether the Item is preinstalled or user-added.
1. Click in the field of the search bar that you wish to search by.
2. Enter the value you want to find.
NOTE: The % is used as a wildcard character and is used to create “contains”
searches. It can be placed before, after, or before and after the search term.
Wildcard Use
Result
%Install
All Items that end with the word “install.”
Install%
All Items that begin with the word “install.”
%Install%
All Items that contain the word “install” anywhere in
the description.
3. Click Apply to perform the search
The results will display in the PriceBook window.
4. Click Clear to clear the search bar and perform another search.
5. Press Cancel Search to clear the search results.
Sorting the PriceBook
When you are displaying a list of parts, either as the result of a search or while viewing
the contents of a Category or Group, you may find it helpful to change the order in which
the Items are displayed.
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Note: By default, Items are listed in part number order.
1. To change the sort order, click on the column header of the column you want to
resort. The Items will list in ascending order (A-Z).
2. Click the column header again to reverse the sort order (Z-A).
Updating the PriceBook
Once your PriceBook is set up, you will need to update prices and costs as information
changes.
Adjusting Item Costs
SuccessWare21 allows you to make adjustments to the cost of individual items in the
Part, Labor and Miscellaneous section or to perform more "across the board" cost
adjustments.
When performing a bulk type of cost adjustment you can have the cost of items modified
based upon the Categories and Groups in which the items reside as well as by the
Manufacturer attached to the item (for part items).
Once you have selected the items that you need to adjust you can modify the cost of the
items by adding or subtracting a percentage to the Standard Cost. For Part Items you can
replace the existing Standard Cost with the current Average Cost or Last Cost of the part
item. You can also add or subtract a percentage from the Average or Last cost when
making the cost adjustment.
Once you make an adjustment to the cost of items, you will have the ability to review a
table which will show you the changes. Until another cost adjustment is performed, you
will have the ability to roll the Standard Cost back to its pre-adjustment value.
Cost Adjustments do not automatically change the price of an item. In order for
SuccessWare21 to reapply the markup formula to the new cost, you must update your
prices.
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To Adjust Item Cost
1. Open the PriceBook and click on the section header which contains the items for
which you want to adjust the cost (Parts, Labor or Miscellaneous)
2. Right Click on the Category which contains the items you want to adjust or if you
want to adjust items across a number of categories, right click in the white
background of the category area and Adjust <Item Type> costs.
This will open the CREATE COST ADJUSTMENT TABLE window with the Item Type of the
Section you are in already selected.
Note: If you have previously created a cost adjustment you will be notified that there is
an existing Cost Adjustment table and you will be given the opportunity to open the
existing table. From there you can choose New to create a new set of cost adjustments.
You have to confirm that you want to discard the existing table and create a new one.
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3. Choose the section of the PriceBook which contains the item type you want to
adjust (This will default to the section you opened the cost adjustment from)
4. Choose the Category which contains the items you want to adjust or choose
<ALL> from the drop down to adjust all items within the dection of the
PriceBook.
5. In the Breakdown section choose whether you want to update items within a
specific Category, specific groups within a Category or specific Manufacturer.
Your choices will be limited based upon you Category choice above.
6. Click Build table to build the cost adjustment table
The contents of the table will be dependant upon the options you choose when building
the table.
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Column
Description
Category
Lists the Category or Categories of items
you have chosen when creating the Cost
Adjustment Table
Group
Lists the Group Name of displayed groups
if Group is chosen as one of the
breakdown elements when creating the
Cost Adjustment Table.
Group Description
Displays the Group Description of
displayed groups if group is chosen as one
of the breakdown elements when creating
the Cost Adjustment table.
Manufacturer
Displays the Manufacturer code of listed
items. This column will only display if
Manufacturer is chosen as one of the
breakdown options when creating the Cost
Adjustment table.
Items
Lists the number of items that meet the
criteria defined in the displayed rows
(grouping)
Avg Errs
Displays the total number of items within
the row (grouping) which have a
Quantity/value error. This option is only
in effect when inventory is active. It
identifies items which have had their total
quantity in inventory fall below zero.
These items must be corrected in the Item
Value Correction window before they can
be cost adjusted based upon Average
Cost.
Adjust
An X in this column indicated that the
items within this row (grouping) will have
a Cost Adjustment applied to them.
Pct
Identifies the percentage (as a negative or
positive) that will be added or removed
from the cost of the item.
Adjusted
After a cost adjustment has been applied,
this column will indicate the number of
items within the row (grouping) had an
adjustment applied to them.
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7. Select the line you want to adjust and press Enter.
8. Enter a positive or negative percentage by which you wish to adjust the Item.
9. Press Enter to save the line.
10. Choose the Base Option by which you want to adjust the cost of the items.

If LAST COST is selected as the base option, the percentage you have chosen
will be added or subtracted from the currently listed standard cost of the items
which meet you criteria. Items that do not have a ‘Last Cost’ will not be
adjusted.

If AVERAGE COST is selected as the base option, items that do not have an
‘Average Cost’ will not be adjusted. Items having a quantity/value error will
not be adjusted. This is because items with a quantity/value error indicate the
average cost may not be correct. To help identify items with this problem, the
number of items with this error is listed in the Cost Adjustment Table. When
you access ‘Standard Cost Review’, items with the error are indicated with a
“+/-“ icon. You can right click on the item and access the value correction
form to correct the item state. If quantities are out of sync, you will need to
exit and correct quantities in the inventory manager first.

If STANDARD COST is selected, the percentage identified will be added or
subtracted from the current Standard Cost of the item.
11. When all desired adjustments have been entered, click Apply Adjustment
12. You will be asked to confirm the cost adjustment
Once the cost adjustment is applied, the items which have been updated will appear with
a green checkmark. The number of items adjusted within each row will be identified in
the ADJUSTED column. The number of items adjusted is displayed in the table, and
indicates if some items were not adjusted. The table is kept in a read only mode so you
can come back and review the adjustment any time until you create a new table. You can
create a new table by clicking the ‘new’ button at the bottom of the form.
The COST ADJUSTMENT TABLE can be printed by right clicking and selecting Print
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Cost adjustments that you make will be applied to the appropriate parts, however, prices
will not be updated. Instead, the margins of the changed items will be adjusted until you
choose to update the prices.
Reviewing Cost Adjustments
Once you have performed a cost adjustment, you can review the standard cost changes
for all items in your groupings in the STANDARD COST REVIEW window. The STANDARD
COST REVIEW will allow you to make adjustments to the standard cost of items by editing
them manually or by reverting items back to their previous standard cost.
The STANDARD COST REVIEW displays the following:

current standard cost

current last cost

current average cost

prior standard cost.
Items that were adjusted with the most recent COST ADJUSTMENT TABLE will display the
green checkmark icon.
The change between each of the above stated costs and the new Standard cost of the item
is displayed both as a percentage and as a color coding in the STANDARD COST REVIEW
window. The ranges of color coding are meant to assist you in identifying severe
changes in item cost. Darker shades of red represent more dramatic decreases in cost
while darker shades of green represent more dramatic increases in the cost of an item.
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Opening the Standard Cost Review
The STANDARD COST REVIEW can be opened for all items that are contained within the
most recent cost adjustment table or for only a particular row or grouping within the most
recent cost adjustment.
To Review All Items
Right click in the background of the COST ADJUSTMENT TABLE and select Review All
Items or click the Review All Items button in the lower left corner.
To Review a Single Row (Grouping)
Right click on the row which represents the items you wish to review and select Review
Items or double click the row.
Filtering the Standard Cost Review
Whether you open the STANDARD COST REVIEW for all items or only a selected group of
data, you can filter the results in the window. This will allow you to perform the Standard
Cost Review actions on the filtered subset of data.
The STANDARD COST REVIEW can be filtered in 2 ways; based upon the date and time a
particular adjustment was performed and/or based upon the percentage difference that the
cost adjustment has caused between the new and previous Standard Cost of the item.
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Filtering by the Date/Time Stamp
Each time that an item has a cost adjustment applied to it, the date and time of the
adjustment is captured and displayed in the AdjustStamp column. When the STANDARD
COST REVIEW is opened it may display items that had their last cost adjustment
performed at different times.
To display only items that were updated at a particular date and time, right click on one
of the items which was adjusted at that time and choose Stamp Filter:<date/time>
The list will be filtered to only items that have an ADJUSTSTAMP value that matches the
STAMP FILTER you selected.
Filtering by Previous Standard Cost Variance
When you adjust the standard cost of an item based upon its Last Cost or Average Cost,
there is a possibility that the difference between the new Standard Cost and the Previous
Standard Cost could be quite substantial.
For example, if an item had a Previous Standard Cost of $40 and the Last Cost you
paid (due to a special price break) was $20, an increase of cost by 5% of Last Cost
would change the current Standard cost of the item from $40 to $21. This would be a
nearly 50% decrease in the standard cost of the item.
The percentage variance between the new Standard Cost of an item and its Previous
Standard Cost (as well as Last and Average cost) are represented by a range of colors.
Clicking on any of the colors in the color scale will filter the STANDARD COST REVIEW
screen to only those that have a Previous Standard Cost that varies from the new
Standard Cost by the amount represented by the color you select.
Once these items are displayed you can make any adjustments to them that may be
necessary.
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Reverting to a Previous Standard Cost
In the STANDARD COST REVIEW window there are a number of actions that you can take
on the items listed in the display. This includes the ability to roll items back to their
previous Standard Cost if you find that the Cost Adjustment has given you results which
you did not intend.
The STANDARD COST REVIEW will allow you to:

Choose individual items and revert them to their prior standard cost.

Filter your the Standard Cost Review results and revert all of the listed items
to their prior standard cost

Edit and manually change the standard cost for any of the items listed
Additionally, the right click menu in the Standard Cost Review window will allow you
to:
 Access Item Value Correction for an item.

Access Purchase History for an item.

Print the Cost Review Grid
Reverting an Individual Item to its Previous Standard Cost
If you have a single item that you would like to roll back to its previous Standard Cost
1. Right click on the item and select Revert Selected Item
2. Click Yes to confirm that you want to revert the item to its previous Standard
Cost
The checkmark indicating it was part of the most recent cost adjustment will be removed
and the AdjustStamp will revert to the last date and time the item was adjusted.
Revert All Items to their Previous Standard Cost
If you wish to roll back a number of items, you can revert all listed items at the same
time.
1. Filter the list of items based upon Date Stamp, percentage change or both.
2. Right click in the background of the grid and select Revert All
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3. If you have not filtered by timestamp you will be warned that you may end up
rolling back the Standard Cost of items that were not part of the last cost
adjustment. Click Yes to Continue or No if you want to cancel the Revert and
apply the date stamp filter
4. Confirm that you want to revert all of the items in the list to their previous
Standard Cost
5. Confirm that you understand you will not be able to undo this action.
The checkmark indicating the items were part of the most recent cost
adjustment will be removed and the AdjustStamp will revert to the last date and
time the items were adjusted previously.
Manually Change the Standard Cost of a Selected Item
If there are individual items that were not updated in a way that you intended you can
choose to manually change their Standard Cost as opposed to reverting them to a
previous Standard Cost.
1. Select the item for which you want to modify the Standard Cost and press Enter.
(Or right click on it and select Edit Standard Cost)
2. Edit the STANDARD COST as necessary
3. Press Enter to save your change. The Standard Cost and the Previous Standard
Cost of the item will be updated.
Manual changes will not receive an AdjustStamp, but can have their Standard Cost
reverted to the previous Standard Cost.
Updating Prices
When changes have been made to the cost of Items, or to the pricing formulas, you will
need to update the price of your Items. Each section of the PriceBook must have its prices
updated separately. Updating the prices of the Parts section will not automatically update
the prices in the Task section.
1. Right-click on the Category you want updated and select Pricing then Update
prices for… (the Category name)
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2. You can choose to update the prices of all Categories in a section of the
PriceBook by selecting Update prices for all part categories.
3. You will be asked to confirm that you want to update prices. Click Yes.
4. SuccessWare21 will update the prices of the selected portion of the PriceBook
and prompt you when the update is complete
The system tracks the dates and times when pricing formulas are modified and when the
prices have updated. When you open a Category’s properties, if the last price update date
is prior to the price formulas modified date, the system will place a red exclamation point
reminder next to the category name in the PriceBook.
Updating & Maintaining the PriceBook Key Items to Remember
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SuccessWare21 allows you to sort sections of the PriceBook by any of the
column headers.
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Clicking on a column’s header will toggle the display of those items in it
alphabetically between ascending and descending.
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PRINTING THE PRICEBOOK
Having a printed copy of your PriceBook is one of the main goals of having the
PriceBook setup properly. Whether you are printing the book to show customers, or
printing it as a tool for your technicians to use when completing their paperwork,
knowing how to properly print your PriceBook is invaluable.
Depending upon how you have set up your pricing, there are different ways that you can
print the PriceBook.
Printing Grid Reports
The PriceBook in SuccessWare21 allows you to instantly print any Category or Group of
Items that you are currently viewing. Because you are printing a table of information off
the screen, this is referred to as a Grid Report.
1. In the PriceBook, click on the Category or Group that you want to print.
2. In the grid of Items that displays on the right, right-click and select Report.
3. In the GRID REPORT DIALOG box, put a checkmark next to the fields you want to
appear in the report.
4. Click OK to generate the report.
Printing a Book with Comparative Pricing
1. Click on the PriceBook Setup button, select Print, and select Print PriceBook.
2. If you want to change the text that prints at the bottom of each page make the
change in the MESSAGES section of the window. Lines of the message can be
changed individually or you can press the Clear Message button to erase the
entire message.
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3. Be sure PRICEBOOK is selected in the REPORT TO PRINT section.
4. Select STANDARD 2 in the BOOK STYLE section. This denotes the comparative
priced book.
5. Choose a TASK CATEGORY from the PriceBook and click Print PriceBook.
6. The PriceBook Category will print with three prices for each task; Retail Price,
Our Price and You Save.
Printing a Book with Price Levels
1. Click the PriceBook Setup button , Print and then select Print PriceBook.
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2. If you want to change the text that prints at the bottom of each page make the
change in the MESSAGES section of the window.
3. Be sure PRICEBOOK is selected in the REPORT TO PRINT section.
4. Select STANDARD in the BOOK STYLE section. This denotes the price level book
and is the default choice.
5. Choose a TASK CATEGORY from the PriceBook and click Print PriceBook.
6. The PriceBook Category will print with each task listing the price levels that you
have created.
Printing a Book of “as-task” Items
1. Click the PriceBook Setup button, select Print and then select Print Product
Guide.
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2. Select PRODUCT GUIDE from the REPORT TO PRINT section of the PRODUCT GUIDE
screen.
3. In the HEADING section, choose whether to label the retail price column as RETAIL
or NATIONAL.
4. Determine whether you want ONE COLUMN or TWO COLUMNS of parts per page.
5. Choose the Part or Miscellaneous category for which you have created “as-task”
pricing that you want to print.
6. Click Print Product guide.
NOTE: You can also use the PRODUCT GUIDE screen to print a list of parts with
prices, and an index of the price list, and a list of parts with wholesale costs.
Printing a Table of Contents
To print a table of contents to a category of the PriceBook you have printed or a product
guide, you must FIRST print the PriceBook or product guide.
1. After printing you will be returned to the PriceBook or product guide screen.
Select TABLE OF CONTENTS.
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OR
2. Click Print Table of contents.
Printing an Item List
Printing an Item list allows you to print all of the Items in your PriceBook in a list format.
You have the ability to filter, or to limit the list to only those Items that fall within a
particular Category, Group, Sale Type or Expense Type. You can also determine which
types of Items you want to print.
1. Click on the PriceBook Setup button, select Print and then select Print Item List.
2. When you initially open the PRICEBOOK ITEM LIST window it is set up to print all
Items in all sections of the PriceBook.
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3. Use the INCLUDE ITEM TYPES checkboxes to determine what sections of the
PriceBook you want to print.
4. If you want to include Items in the PriceBook that have been marked inactive
check the INCLUDE INACTIVE ITEMS checkbox.
5. Use the filter fields to further limit what is to be printed. If the field has a dropdown menu, you can choose from the list.
6. You can type values in the ITEM NO and DESCRIPTION fields. The results will be
limited to Items that match the values you enter.
NOTE: You can use the % wildcard character in these fields.
7. Click on the SORT BY and GROUP BY fields to establish the sort order and
grouping of your list.
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8. Click the Preview button (resembles a monitor)to preview the list,OR click on the
Print button (resembles a printer) to open the print dialog box and print.
Printing the PriceBook Key Items to Remember
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SuccessWare21 allows you to print copies of the Price book in the following
formats:
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Comparative pricing,
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Price levels,
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“As-task,”
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Straight Forward Pricing, and
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Tiered pricing.
SuccessWare21 allows you to customize the text that appears on the
PriceBook printouts.
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