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Quoted prices get changed if List price is changed before invoicing

Chris_Perkins
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We are using V14.5

A common issue we get is that people, having quoted current prices in a Field Quotation, then turn that into a Service Order but when they come to invoice, if the price book was since updated, they get the new prices, not those quoted.  This is a particular problem at the end of the year when prices are update for the next year.

We cannot set the “Quote Type” to “Fixed” because the final invoice is often different to as quoted (i.e. the quote could include 3 parts but only one gets used in the final repair).

When preparing to invoice, if we click on the “Display Prices” button, you can immediately see the prices change but even if you do not click that button, the prices will change when you click to invoice anyway.

Is there any setting we can change so that when we invoice, the prices used are those from the quotation and not the latest prices from the PriceBook?  Or any other suggestion.

Thanks

Chris

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Best answer by Eisha Hasnain 25 May 2022, 12:06

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E
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Hi Chris, 

 

This is the standard functionality. Currently we don’t have any settings for this. The most common is to use the current price.

 

Kind Regards,

Eisha 

Chris_Perkins
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OK thanks Eisha. 

I think any customer would be most aggrieved though if we quote them price A but then invoice Price B, don’t you think?  Usually the quoted price is the one we must invoice.

E
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Thank you Chris. I am checking this with our IL team and will update you shortly. 

J
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Hi Chris,

 

You are right, should be in standard. Another issue that you cannot show a discount when a contract with discount on spare parts exist, as the net price is stored on a service order.

We`ve done a modification to store the actual price at the moment of quote and/or order on the quote/order.  See attachment

Regards,

Joy

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Chris_Perkins
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Hi Joy,

Thanks for that, yes it is strange that Activity pricing is handled differently to Parts pricing.  In fact we are in the process of upgrading to V15.4 and have requested much the same as you have, as part of our BRDs.

I also find it odd that to see the line prices on the Resolve tab, you need to press the “Display Prices” button.  Why are they not just showing anyway?

It would make things easier if on the resolve page, on every line, you could see the price source (i.e. which PriceBook the price came from), the original price, the discount applied and the final price, without needing to click anything else to see all that. Plus the ability to add additional discount of course, if needed.

Chris_Perkins
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Hi Eisha,

It seems the pricing used is based on the ETA date or date the work is carried out.  Really we need it to be (perhaps optionally) based on the Field Quotation release date, or the open date.

Thanks

Chris

E
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Hi Chris, 

I have just rechecked this with R&D and this is how standard currently working. There are no such settings. Only for the ‘Fixed’ Quotation type, the Service order will have the same prices as in the field quotation. 

Kind Regards,

Eisha 

M
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Hello Chris,

The reason behind having this button on Resolve tab is to improve performance of the system from what I can see. Otherwise every time you open Resolve tab it would recalculate prices, looking for changes in labor, materials, services, etc. and that may take some time depends on the order. And if you are going back and forth just to look or verify other tabs you don’t need that calculation every time. It will be triggered of course when Invoice clicked but that’s expected. By the way there are some improvements in the latest versions how field quote prices handled.

Thank you,

Mark

Chris_Perkins
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Thanks for checking Eisha.

Thanks for the extra information Mark.  That’s a good point.

 

Still seems wrong though.  If you quote prices and the customer accepts them while the quote is still valid (not past the expiry date), then those are the prices we have committed to invoice the customer.  We cannot suddenly just increase what we quoted and charge more.  Plus to fix this (change the prices on the SV back to as quoted) is not an easy fix if you want/need to stick with policy pricing (which we do).  Even worse if you did not notice and created the invoice!

Are R&D really the right people to be deciding this stuff, surely you must have Customer facing people that should be driving this?

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