Documentation/ Checking the line items/ Agreed price
The price agreed with the supplier
When the supplier bills at a price other than the one you agreed, you can set the agreed price on the line. The document is worked out again with that price and, from then on, that item always carries the agreed price.
Document › Items tab › the item's line › agreed price block
On this page
What it is for
The application puts it plainly: give the price agreed with the supplier, the document's price changes along with the total, and from now on this item will always carry the agreed price.
It settles the usual case of a supplier billing at list price when there was a deal, or an item whose price was fixed in a negotiation and should not move.
How to set it
- Open the item's line on the items tab.
- In the agreed price block, type the price you agreed.
- The screen asks whether you want this item's price changed from now on. Say yes.
- Check the new amount the preview shows.
- Save the line.
What it recalculates
| What | Effect |
|---|---|
| The line's unit price | Becomes the agreed one. |
| The line's amount | Worked out again: quantity times the agreed price. |
| The document's net amount | Changes, because the line's amount changed. |
| The document total | Changes accordingly. |
Here the document total does change, unlike the unit conversion. The document stops matching the supplier's paper: that is the point, you are recording what was agreed rather than what was billed, but it is worth knowing, because it creates a difference you will have to take up.
The gap against what was billed is precisely what to raise with the supplier. Worth writing down in a query.
Decimal places
The agreed price takes up to four decimal places, for items whose unit price does not fit in two: loose produce, small containers, goods billed by the kilo.
How it shows in the table
Lines with an agreed price can be told apart without opening anything: the price carries a padlock beside it and the cell a blue border. Hovering over it shows the price agreed.
The mark is on the document's item table and on the delivery note list, so it shows both when checking one line and when going over the whole set. Where there is a padlock the agreed price wins, not the document's, and that is why those lines carry no price alert.
How far it reaches
The agreed price attaches to the item and the supplier, and applies to later documents. Where an item already has one, the line shows it as agreed price active and gives the value.
It does nothing to documents already processed.
Removing the agreed price and going back to the document price
Taking the agreed price off and putting the document's own price back on the line are the same action. You start it from the bin button in the agreed price block, and the application opens the Restore original price notice.
- Click the bin next to the active agreed price.
- Type the original unit price from the document.
- Check the new amount in the preview: quantity times that price.
- Confirm.
The price you are asked for is not a new agreed price. It is the unit price printed on that delivery note or invoice. Withdrawing the rule leaves the line with no price, so it needs its own one back to work the amount out, and without it the action does not go through.
Once you confirm, the item no longer has an agreed price. The rule is deleted, not replaced, and the line and the document totals are worked out again with the document price.
From then on, every document that comes in is recorded with the price it carries, until a new agreed price is set. Documents already processed do not change.
It is the way out when an agreed price was applied that should not have been, when a price is renegotiated, and when you want the document recorded as the supplier raised it.
When to use it and when not
| Situation | What we would do |
|---|---|
| There is a settled price agreement with the supplier | Set the agreed price. This is its case. |
| The supplier has made a mistake on one invoice | Correct the price on that line without setting an agreed price, and take it up with them. |
| The price genuinely moves: commodities, fuel | Do not fix it. Use the price change alert to keep an eye on it. |
| You want the accounts to show exactly what was billed | Do not fix it: the agreed price changes the amount away from the original document. |