Pricing an Item
Set cost and selling price for an item — once as a default, then per location where the price differs.
Creating an item does not price it. The Create Item form carries no price fields at all — it establishes identity (name, SKU, type) and accounting (the ledger slots). Price lives on the item's Pricing tab, where you set one default and then override it only at the locations that charge something different.
Opening the Pricing tab
Navigate to: Operations → Items → select the item → Pricing
The tab header carries a location selector. Leave it on the default position to edit Default Pricing; pick a location to edit that location's own prices. Editing requires update permission on items — without it the card shows a padlock instead of the Edit button.
The fields
Click Edit on a card to make the fields writable. Which fields appear depends on the item's type: an item you never sell has no selling price, and an item you never buy has no purchase discount.
| Field | Shown for | What it means |
|---|---|---|
| Cost Price | All types — labelled "Service Cost" on a Service, "Unit Cost" on a Material, "Amount" on an Expense | What one unit costs you. On the Default Pricing card this is seeded from the item's last known cost; on a location card it is whatever you type. |
| Selling Price | Product, Service — labelled "Service Rate" on a Service | The rate that pre-fills a sales line for this item. Sales documents can still be edited line by line. |
| Sales Discount | Product, Service | A percentage shown on the card. See the note below — it does not persist. |
| Purchase Discount | Product, Material | A percentage shown on the card. See the note below — it does not persist. |
| Min Price | Product, Service | An optional floor price, recorded for reference. Nothing in the app blocks a sale below it. |
| Margin | Product, Service — read-only | Computed from the two fields above it as (Selling Price − Cost Price) ÷ Cost Price, shown as a percentage. Green when positive, red when negative. |
Both fields render on the card and accept a number, but the value is discarded on save and always reads back as 0%. Neither figure reaches any document. Discounts that actually apply are entered on the document line itself, or handled by a promotion. Treat these two boxes as non-functional until they are fixed.
A minimum price is stored against the item's pricing row, but no sales screen reads it — there is no warning, no block, and no approval step when a line goes below it. If you need a hard floor, enforce it through your approval workflow.
Setting the default price
The Default Pricing card is the one with the globe icon. This is the price every location inherits until it is given its own.
The margin recalculates as you type, so you can see the result before you commit to it.
The change reaches the item catalog, the POS catalog, and the price lists immediately — every surface that quotes this item refreshes.
Overriding one location
Pick a location in the tab header. The card that appears is that location's own pricing row. Until you save it, the card displays the default values with a (uses default) marker beside the location name — it is showing you what the location currently inherits, not what it owns.
Saving writes a pricing row for that location alone. Every other location keeps inheriting the default. Deleting is the reverse: a location with no pricing row of its own falls back to the default again.
This is a location price, not a customer price. Two customers buying the same item at the same branch see the same rate. For a named, time-bound price set — a happy hour menu, a wholesale sheet — use a price list instead.
Location Comparison
Below the Default Pricing card, the Location Comparison table lists every business unit you can see, with the price each one would actually quote:
| Column | Details |
|---|---|
| Location | The business unit name. A `(default)` marker means this unit has no pricing row of its own and is inheriting. |
| Cost | The unit's cost price, or the default if it has none. |
| Rate | The selling price. Hidden for Material and Expense items. |
| Sales Disc. | Always 0% — see the warning above. |
| Purchase Disc. | Always 0% — Product and Material only. |
| Margin | Recomputed from that row's cost and rate. |
This table is the fastest way to spot a location that was set up once and never revisited — a branch still quoting last year's price stands out as a margin that does not match its neighbours.
Cost price vs. inventory cost — two different numbers
The Cost Price on this tab is a catalog figure: what you expect a unit to cost, used to pre-fill purchase lines and to compute the margin you see on screen.
The cost your accounts use is a different number entirely. Inventory is valued at weighted average cost, computed on the server from actual movements — every receipt, adjustment, transfer, and production output recalculates it. That figure drives cost of sales, the inventory balance on the balance sheet, and the value on every stock report. Typing a Cost Price here does not change it, and never restates a posted journal.
The Default Pricing card seeds Cost Price from the item's most recent known cost — the last production output if the item is made, otherwise the last purchase receipt, otherwise the rate on the item master. It is a convenience so the box is not blank; it is not the weighted average.
Related
- Creating an item — identity and ledger accounts, set before price
- Price lists — named per-location price sets used by POS
- Item types — which fields each type carries
- Stock overview — where weighted average cost is displayed
- Account mapping — the ledger slots behind an item