Setting Up Price Groups

Price groups allow you to offer different prices to different customer types. This guide walks you through creating and managing price groups for your greenhouse business.

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Overview

A price group is a named collection of pricing rules that applies to a category of customers. For example:

• Retail customers might pay retail prices
• Wholesale customers might receive volume discounts
• Preferred partners might get your best pricing
• Employees might get a staff discount

Each price group contains price levels that define specific pricing for categories or individual items.

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Understanding Price Group Structure

When WorkSuite Fulfill applies prices, it follows this order:

1. ERP Pricing (if enabled): Looks up pricing from your ERP system
2. Price Group Pricing: Uses price levels from the assigned price group
3. Retail Price: Falls back to the item’s retail price

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Creating a New Price Group

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Step 1: Navigate to Price Groups

1. Navigate to Fulfill → Price → Groups
2. Click Add New button
3. This opens the new price group form

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Step 2: Enter Group Information

Fill in the required details: That’s all that’s required to create a price group!

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Step 3: Save the Price Group

Click Save to create the price group. You can now:

• Add price levels to define specific pricing
• Assign customers to this group
• Assign locations to this group
• Optionally mark it as the default price group

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Step 4: Add Price Levels

After creating the price group:

1. Switch to the Price Levels tab
2. Click Add Level to create a new price level
3. Configure each price level:
   • Target Type: Category or Item
   • Target: Select the specific category or item
   • Grower Cost: Your cost for the product
   • Grower Sell Price: Price you sell to growers
   • Customer Sell Price: Price for end customers
   • Quantity Threshold: Minimum quantity (0 for no minimum)
   • Start Date: When this pricing becomes effective
   • End Date: Optional expiration date
4. Click Save

You can add multiple price levels to a single price group for different categories, items, or quantity thresholds.

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Common Price Group Examples

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Retail Customers

Characteristics:

• Individual consumers and small buyers
• Small order quantities (1-20 units)
• Occasional purchases
• Typically pay retail prices

Setup:

• Name: “Retail”
• Price Levels: None needed (will fall back to item retail prices)
• Or add price levels only for promotional items

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Wholesale Customers

Characteristics:

• Garden centers, landscapers
• Large order quantities (50+ units)
• Regular/recurring purchases
• Expect volume discounts

Setup:

• Name: “Wholesale”
• Add price levels for each category:
  • Example: Tomatoes category - Customer sell price $1.50
  • Example: Herbs category - Customer sell price $2.00
• Or add price levels with quantity thresholds:
  • 0-49 units: $2.00
  • 50+ units: $1.75

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Preferred Partners

Characteristics:

• Long-term relationships
• High annual volume (5,000+ units)
• Exclusive partnerships
• Need competitive pricing to maintain relationship

Setup:

• Name: “Preferred Partner”
• Add price levels with lower customer sell prices
• Example: Tomatoes category - Customer sell price $1.30
• Can include quantity thresholds for additional discounts

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Employee

Characteristics:

• Staff members
• Limited quantities
• Staff appreciation/benefit

Setup:

• Name: “Employee”
• Add price levels with discounted customer sell prices
• Example: All items - Customer sell price set to 85% of retail

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Working with Price Levels

Price levels give you flexibility in how you structure pricing within a price group.

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Category-Level Pricing

Apply pricing to all items in a category:

1. Open the price group and go to Price Levels tab
2. Click Add Level
3. Select Target Type: Category
4. Choose the category (e.g., “Tomatoes”, “Herbs”)
5. Set the pricing fields
6. Click Save

Benefits:

• Easy to maintain (one price level for many items)
• Consistent pricing across similar products
• Good for broad pricing strategies

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Item-Level Pricing

Apply pricing to a specific item:

1. Open the price group and go to Price Levels tab
2. Click Add Level
3. Select Target Type: Item
4. Choose the specific item
5. Set the pricing fields
6. Click Save

When to Use:

• Item has different margin than others in its category
• Promotional pricing on specific items
• Special pricing negotiated for specific products
• High-value or specialty items need custom pricing

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Combining Multiple Price Levels

You can have multiple price levels in one price group:

• Category-level pricing for general items
• Item-level overrides for exceptions
• Different quantity thresholds for volume discounts
• Seasonal price levels with date ranges

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Assigning Price Groups

Once you’ve created your price groups, you can assign them to customers and locations.

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Assigning to Customers

For new or existing customers:

1. Navigate to Fulfill → Customers
2. Open the customer (or create a new one)
3. In the customer form, find the Price Group dropdown
4. Select the appropriate price group
5. Click Save

This sets the default price group for all of the customer’s locations.

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Assigning to Individual Locations

For customers with multiple locations that need different pricing:

1. Open the customer
2. Go to the Locations tab
3. Open a location
4. Find the Price Group dropdown
5. Select a different price group (or leave blank to use customer default)
6. Click Save

How it works:

• If a location has a price group, it overrides the customer’s price group
• If a location has no price group, it uses the customer’s price group
• This allows different locations of the same customer to have different pricing

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Testing Your Price Groups

Before rolling out new price groups widely:

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Create a Test Order

1. Navigate to Orders → Create New Order
2. Select a test customer assigned to your new price group
3. Add a few products
4. Verify the prices applied are correct
5. Don’t save/submit - just review

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Check Multiple Products

Test with:

• Products with default rates
• Products with specific overrides
• Your highest and lowest price products

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Document Issues

If prices don’t calculate as expected:

• Check the price group settings
• Verify product-specific overrides
• Review customer group assignment
• Contact support if something seems wrong

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Managing Price Groups

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Editing a Price Group

To edit the price group name:

1. Open the price group
2. Change the Name field
3. Click Save

To edit price levels:

1. Open the price group
2. Go to Price Levels tab
3. Click on a price level to edit it
4. Or click Delete to remove selected price levels
5. Changes take effect immediately for new orders

Impact:

• Changes immediately affect new orders
• Does not change existing orders
• Consider communicating major price changes to customers

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Setting a Default Price Group

One price group can be marked as the default:

1. Open the price group
2. Click Set as Default button
3. This becomes the default for new customers

The default price group shows a “Default” indicator in the list.

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Deleting a Price Group

To delete a price group:

1. Open the price group
2. Click Delete
3. Confirm deletion

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Best Practices

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Pricing Strategy

• Keep it simple: 3-5 price groups is usually enough
• Clear naming: Use names that describe the customer type clearly
• Document tiers: Keep notes on why each tier exists
• Regular review: Check quarterly if your pricing still makes sense

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Communication

• Notify customers: When a customer joins a price group, confirm they understand the pricing
• Be transparent: Explain markup/discount differences
• Set expectations: If prices change, give notice when possible

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Maintenance

• Review margins: Ensure each tier maintains profitability
• Watch for exceptions: If many customers need overrides, maybe you need a new price group
• Adjust seasonally: Create seasonal price groups for peak/off-season
• Test changes: Always test new groups with a few orders first

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Troubleshooting

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”Prices aren’t calculating correctly”

1. Check if the customer has a price group assigned
2. Check if the location has a price group (overrides customer)
3. Review the price levels in the assigned price group
4. Verify the price level targets the correct category or item
5. Check quantity thresholds and date ranges on price levels
6. Confirm item has a retail price set as fallback

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”I can’t delete a price group”

• You likely have customers or locations assigned to it
• Go to Customers and check customer assignments
• Check individual customer locations
• Reassign them to another group or remove the assignment
• Then delete the group

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”A customer has the wrong price in their order”

1. Check if customer has a price group assigned
2. Check if the specific location has a price group
3. Review price levels in the assigned price group
4. Verify the price level matches the item or its category
5. Check if quantity threshold or date range applies
6. If no price level matches, item retail price is used

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Next Steps

Ready to set prices for your groups?

• Setting Prices for Products
• Pricing Overview
• ERP Pricing Integration