Setting and Managing Prices

This guide covers how to set and maintain prices for your products. Pricing in WorkSuite Fulfill uses a combination of retail prices on items and price levels within price groups.

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Before You Start

If you haven’t already:

• Review Pricing Overview to understand the pricing hierarchy
• Set up your Price Groups
• Ensure all your products are created in the system

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Understanding the Pricing System

WorkSuite Fulfill pricing is built on two key concepts:

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1. Retail Prices on Items

Every item has a retail price that serves as the fallback:

• Set directly on the item
• Used when no price group or price level applies
• Acts as the default price

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2. Price Levels in Price Groups

Price groups contain price levels that define specific pricing:

• Target a category or individual item
• Include grower cost, grower sell price, customer sell price
• Can have quantity thresholds for volume discounts
• Can have date ranges for seasonal pricing

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How They Work Together

When an order is created:

1. System checks for ERP pricing (if enabled)
2. Looks for price levels in the assigned price group
3. Falls back to item retail price if no match

This approach gives you:

• Simple fallback pricing (retail price)
• Flexible group-based pricing (price levels)
• Category-wide or item-specific pricing
• Quantity-based and seasonal pricing options

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Setting Item Retail Prices

The retail price is the fallback price for items when no price level applies.

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Setting Retail Price on Items

1. Navigate to Fulfill → Products
2. Find and open the item you want to price
3. Look for the Retail Price field
4. Enter the retail price
5. Click Save

Example: A 4” tomato plant has a retail price of $2.50 This retail price will be used when:

• Customer has no price group assigned
• Price group has no matching price level
• Order doesn’t meet quantity thresholds
• Date is outside price level date ranges

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Setting Prices with Price Levels

Price levels are where you define specific pricing for categories or items within a price group.

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Creating a Price Level

1. Navigate to Fulfill → Price → Groups
2. Open the price group you want to configure
3. Go to the Price Levels tab
4. Click Add Level
5. Fill in the price level form (see below)
6. Click Save

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Price Level Fields

Target Selection:

• Type: Choose Category or Item
• Target: Select the specific category or item

Pricing Fields:

• Grower Cost: Your cost for the product
• Grower Sell Price: Price you sell to growers/wholesalers
• Customer Sell Price: Price for end customers (this is what’s typically used)

Quantity Threshold:

• Minimum quantity required for this price level to apply
• Set to 0 for no minimum
• Used for volume discounts

Date Range:

• Start Date: When this pricing becomes effective
• End Date: Optional expiration date
• Leave end date blank for ongoing pricing

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Examples of Price Levels

Example 1: Category-Wide Pricing

• Type: Category
• Target: “Tomatoes”
• Customer Sell Price: $1.75
• Quantity Threshold: 0
• Result: All tomato items sell for $1.75

Example 2: Volume Discount

• Type: Category
• Target: “Tomatoes”
• Customer Sell Price: $1.50
• Quantity Threshold: 50
• Result: Orders of 50+ tomatoes get $1.50 each

Example 3: Seasonal Pricing

• Type: Item
• Target: “Heirloom Tomato 4in”
• Customer Sell Price: $2.00
• Start Date: 2024-05-01
• End Date: 2024-08-31
• Result: Special summer pricing for this specific item

Example 4: Item-Specific Override

• Type: Item
• Target: “Premium Rose Bush”
• Customer Sell Price: $25.00
• Quantity Threshold: 0
• Result: This specific item has different pricing than its category

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Setting Tiered/Quantity Pricing

Quantity-based pricing is implemented using multiple price levels with different quantity thresholds.

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How Quantity Thresholds Work

When you set a quantity threshold on a price level:

• The price applies when order quantity meets or exceeds the threshold
• Set threshold to 0 for base pricing (always applies)
• Create multiple price levels with increasing thresholds for volume discounts

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Creating Volume Discounts

To set up tiered pricing for a category: Tier 1 (Base Price)

1. Create a price level for the category
2. Set quantity threshold: 0
3. Set customer sell price: $2.00
4. Save

Tier 2 (Medium Volume)

1. Create another price level for the same category
2. Set quantity threshold: 50
3. Set customer sell price: $1.80
4. Save

Tier 3 (High Volume)

1. Create another price level for the same category
2. Set quantity threshold: 100
3. Set customer sell price: $1.50
4. Save

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How the System Applies Quantity Pricing

When an order is created:

1. System looks at the order quantity
2. Finds all matching price levels for that item/category
3. Uses the price level with the highest threshold that’s met
4. Example: 75 units would use the threshold-50 price level ($1.80)

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Testing Your Pricing

Always test before finalizing pricing changes.

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Create a Test Order

1. Go to Orders → Create New Order
2. Select a test customer
3. Add products to the order
4. Verify prices are correct:
   • Check the line item prices
   • Verify discounts applied properly
   • Confirm totals are correct
5. Don’t save - just review and cancel

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Test Different Scenarios

Test with:

• Different price groups (retail, wholesale, preferred)
• Different order quantities (to test tiered pricing)
• Product-specific overrides
• Mixed products (some with default pricing, some with overrides)

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Document What You Find

If prices don’t calculate correctly:

• Note which product and price group had issues
• Check if there’s a product-specific override
• Verify the price group setup
• Contact support if something seems wrong

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Seasonal Pricing

Seasonal pricing is handled using date ranges on price levels.

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Setting Up Seasonal Pricing

1. Navigate to the price group
2. Go to Price Levels tab
3. Create a price level with date range:
   • Start Date: When seasonal pricing begins
   • End Date: When seasonal pricing ends
   • Set your seasonal prices
4. Click Save

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Example: Summer Pricing

Spring/Fall/Winter Pricing (ongoing)

• Type: Category
• Target: “Tomatoes”
• Customer Sell Price: $2.00
• Start Date: Current date
• End Date: (blank - no expiration)

Summer Pricing (temporary)

• Type: Category
• Target: “Tomatoes”
• Customer Sell Price: $1.50
• Start Date: June 1
• End Date: August 31

The system automatically uses the appropriate price level based on the order date.

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Managing Multiple Seasons

You can create multiple seasonal price levels:

• Each with different date ranges
• For different categories or items
• Within the same price group

The system picks the price level where:

• The target matches (category or item)
• Order date falls within the date range
• Quantity threshold is met

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Example: Complete Pricing Setup

Let’s walk through a complete example:

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The Scenario

You grow tomato plants and sell to:

• Retail customers (individual gardeners)
• Wholesale customers (garden centers)
• One preferred partner (large wholesale buyer)

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Step 1: Set Retail Price on Items

1. Navigate to Products
2. Open “4in Tomato Plant”
3. Set Retail Price: $2.50
4. Save

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Step 2: Create Price Groups

Create three price groups: Retail Price Group

• Name: “Retail”
• No price levels needed (uses retail price from items)

Wholesale Price Group

• Name: “Wholesale”
• Will add price levels next

Preferred Partner Price Group

• Name: “Preferred Partner”
• Will add price levels next

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Step 3: Add Price Levels

For Wholesale Price Group: Price Level 1 (Base wholesale price):

• Type: Category
• Target: “Tomatoes”
• Customer Sell Price: $1.88
• Quantity Threshold: 0

Price Level 2 (Medium volume):

• Type: Category
• Target: “Tomatoes”
• Customer Sell Price: $1.75
• Quantity Threshold: 50

Price Level 3 (High volume):

• Type: Category
• Target: “Tomatoes”
• Customer Sell Price: $1.50
• Quantity Threshold: 100

For Preferred Partner Price Group: Price Level 1:

• Type: Category
• Target: “Tomatoes”
• Customer Sell Price: $1.63
• Quantity Threshold: 0

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Step 4: Test

Create test orders:

• Retail customer, 10 units: 10 × $2.50 =$25.00 ✓
• Wholesale customer, 25 units: 25 × $1.88 =$47.00 ✓
• Wholesale customer, 75 units: 75 × $1.75 =$131.25 ✓
• Preferred partner, 150 units: 150 × $1.63 =$244.50 ✓

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Step 5: Assign Customers

1. Assign retail customers to “Retail” price group
2. Assign garden centers to “Wholesale” price group
3. Assign your preferred partner to “Preferred Partner” price group
4. Start taking orders

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Best Practices

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Pricing Strategy

• Maintain margins: Track costs and ensure pricing maintains profitability
• Competitive pricing: Research competitor pricing occasionally
• Simple structure: Keep price groups simple - most growers use 3-5 groups
• Seasonal awareness: Adjust prices with supply costs

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Communication

• Notify customers: When a customer joins a new price group, confirm pricing
• Document changes: Keep notes on why you changed pricing
• Give notice: Try to communicate price increases in advance
• Be transparent: Explain volume discounts and tiered pricing

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Maintenance

• Regular review: Check pricing quarterly
• Monitor margins: Ensure each tier is profitable
• Test changes: Always test new pricing with trial orders
• Document overrides: If you set many product-specific prices, document why

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Tracking Profitability

Monitor:

• Overall margin: Are you making the profit you expect?
• By price group: Is wholesale still profitable?
• By product: Are some items losing money?
• Seasonal changes: Does your margin fluctuate with seasons?

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Common Pricing Scenarios

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Scenario: Seasonal Cost Increases

Problem: Your growing costs go up in winter, you need to increase prices Solution:

1. Calculate new base prices for winter
2. Create new price groups for winter (e.g., “Wholesale-Winter”)
3. Gradually move customers to winter pricing
4. Or adjust existing price groups’ percentages

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Scenario: Clearing Old Inventory

Problem: You have old inventory that needs to move Solution:

1. Create a temporary product-specific override
2. Reduce the price 20-30%
3. Run a promotion to customers
4. Set a deadline for the discounted pricing

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Scenario: Matching Competitor Pricing

Problem: A competitor lowered prices, you want to match Solution:

1. Check your margins on those products
2. If you can afford it, create a product-specific override
3. Lower the price to match
4. Monitor if volumes increase enough to offset margin loss

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Troubleshooting

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”Customers are being charged the wrong price”

1. Check what price group is assigned (customer or location level)
2. Review price levels in that price group
3. Verify the price level targets match the item or its category
4. Check quantity threshold requirements
5. Check date range on price levels
6. Verify item has a retail price as fallback

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”Price level isn’t being applied”

1. Check the target type and target match your expectations
2. Verify quantity threshold is met (or set to 0)
3. Check date range includes the order date
4. Make sure customer/location has the price group assigned
5. Confirm item retail price exists as fallback

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”How do I give one customer special pricing?”

Options:

1. Create a dedicated price group for that customer
2. Assign that price group to the customer
3. Or create a price group and assign it to specific locations only

There is no per-customer pricing override - use dedicated price groups instead.

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”Quantity discounts aren’t working”

1. Verify you have multiple price levels for the same target
2. Check each has a different quantity threshold
3. Confirm thresholds are: 0, 50, 100 (for example)
4. Test with orders at each quantity level
5. Remember: system picks highest threshold that’s met

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”I changed a price but old orders still show old price”

This is correct! WorkSuite maintains pricing history.

• Old orders keep their original pricing
• New orders use updated pricing
• This protects order history and prevents disputes

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Next Steps

• Review Pricing Overview for the complete pricing picture
• Set up your Price Groups
• Learn about ERP Pricing Integration