Price Lists
Named, per-location price sets — happy hour, VIP, wholesale — that override an item's selling price at the till.
An item carries one selling price per location. A price list is a named set of prices that sits on top of that — Happy Hour, VIP, Wholesale, Staff — belonging to one business unit, listing only the items whose price differs. Everything not in the list keeps its normal price.
Where price lists live
Navigate to: Operations → Items → Price List tab
The Items screen carries three tabs — Items, Categories (administrators only), and Price List. The Price List tab lists every price list in the business, searchable by name or location and filterable to one location.
| Column | Details |
|---|---|
| Name | What the list is called. Click the row to open the editor. |
| Location | The single business unit this list applies to. |
| Items | How many items the list prices. Everything else keeps its normal price. |
| Status | Active or inactive. Toggling a list off leaves it in place but takes it out of circulation, so a seasonal promotion can be switched back on next year rather than rebuilt. |
| Actions | Edit, toggle status, delete. |
Creating a price list
The editor opens full-page. Two fields are required before Save becomes available.
The placeholder suggests the shape: Happy Hour, VIP, Standard. The name is what a manager will look for at the till, so make it recognisable at a glance.
A price list belongs to exactly one business unit. A branch that needs the same list gets its own copy — this is deliberate, so one branch's promotion cannot change another branch's prices by accident.
Optional free text. Useful for the dates a promotion runs, or who approved it.
The search box matches on name and SKU. Picking an item adds a row showing its default price so you can see what you are changing it from. Type the new price in the Price column.
The list is live immediately for that location.
| Field | Required? | Details |
|---|---|---|
| Name | Yes | What the list is for. Save stays disabled until this is filled. |
| Location | Yes | The business unit this list applies to. One location per list. |
| Notes | No | Free text — promotion dates, approvals, anything the next person needs to know. |
| Items | No | One row per item you are repricing. An empty list is valid but has no effect. |
Only the items you list are affected
The editor states the rule directly: items not in this list fall back to existing pricing. A price list is an override set, never a catalog. You do not need to enter the whole menu to discount three drinks — enter the three drinks.
The Price field lets you type up to four decimals, then normalises to two when you move off the field. This exists so a per-unit price derived from a case price can be entered without fighting the input.
Who can change a price list
Price lists are edited in two places, and the second one matters most in practice:
| Surface | Who | Scope |
|---|---|---|
| Operations → Items → Price List | Anyone with item update rights in the dashboard | Create, rename, re-locate, add or remove items, delete the list. |
| A paired POS terminal | A signed-in POS Manager on that till | Change prices on lists belonging to that terminal's own business unit. Cannot create, delete, or move a list to another location. |
Every price change made from a till is recorded with who changed it, from which surface, and what the previous value was — a price list keeps its own change history so a disputed price at the counter can be traced afterwards.
The till checks three facts on the server before allowing an edit: the signed-in POS role, the terminal's own business unit, and the business unit the price list belongs to. A manager at one branch cannot reach another branch's list, whatever the list is named.
Importing price lists
The Price List tab carries an Import action for loading lists from a spreadsheet rather than typing them row by row. One row is one priced item, so several rows build one list:
| Column | Details |
|---|---|
| List Name | The list this row belongs to. Repeat it on every row of the same list. |
| Location | The business unit, matched by name. |
| Item Name | The item being repriced. |
| Price | The price this list charges for that item. |
| Notes | Optional. Carried onto the list. |
| Is Update | TRUE to change a price already in an existing list rather than create a new row. |
Like every import in Trabalance the file is staged first, shown to you before it commits, and kept on record so the batch can be reversed.
How a price list reaches a sale
On the document form, once a business unit is chosen, a price list picker appears offering the lists belonging to that unit. Picking one reprices the lines it covers; items not on the list keep their normal location price. The document remembers which list it was priced on, so the discount reads as a deliberate price rather than a hand-typed rate.
At a paired till the same mechanism applies to the POS catalog.
A price list belongs to a location, not to a customer. Everyone served at that location on that list gets that price. There is no automatic "this customer always gets the wholesale list" binding.
Related
- Pricing an item — the default and per-location prices a list overrides
- Creating an item — item identity and ledger accounts
- Business units — the locations a price list attaches to
- Item types — which types can carry a selling price