Automatic Price Selection: To Explore UOM-Specific Prices

In this activity, you will learn how to configure sales prices for different units of measure (UOMs) for a particular item and how to update prices in an existing sales order. You will also review how the system suggests a price when prices in multiple units of measure exist in the system.

Story

Suppose that, as the accountant of the SweetLife Fruits & Jams company, you have to record the sale of two boxes of 32-ounce jars of apple jam.

The system contains the sales price of 1 jar of apple jam ($16.60), and one box of has been configured to be equal to six 32-ounce jars.

After you have created the sales order, you will configure a sales price of one box of apple jam ($96) and update the price in this sales order.

Configuration Overview

In the U100 dataset, the following tasks have been performed for the purposes of this activity:

• On the Units of Measure (CS203100) form, the PIECE and BOX units of measure have been created.
• On the Stock Items (IN202500) form, the APJAM32 stock item has been created with PIECE as a base unit and BOX as a sales unit. One box is set to be equal to 6 pieces.
• On the Customers (AR303000) form, the COFFEESHOP customer has been created.
• On the Warehouses (IN204000) form, the WHOLESALE warehouse has been created.

Process Overview

To configure a sales price for a unit of measure that is not defined for a particular stock item, in order to include the item with the new unit of measure in a sales order, you will review the existing sales price for the stock item on the Sales Prices (AR202000) form.

You will then create a sales order for the sale of a particular stock item on the Sales Orders (SO301000) form. After that, you will configure a sales price for a particular unit of measure of a stock item on the Sales Prices form.

Finally, you will update the price in the sales order on the Sales Orders form.

System Preparation

To prepare the system, do the following:

1. Launch the MYOB Advanced website with the U100 dataset preloaded, and sign in as an accountant by using the following credentials:
   • Username: johnson
   • Password: 123
2. In the info area, in the upper-right corner of the top pane of the MYOB Advanced screen, make sure that the business date in your system is set to 1/30/2023. If a different date is displayed, click the Business Date menu button and select 1/30/2023. For simplicity, in this lesson, you will create and process all documents in the system on this business date.
3. On the Company and Branch Selection menu, also on the top pane of the MYOB Advanced screen, make sure that the SweetLife Head Office and Wholesale Center branch is selected. If it is not selected, click the Company and Branch Selection menu button to view the list of branches that you have access to, and then click SweetLife Head Office and Wholesale Center.

Step 1: Viewing Existing Prices for a Particular Item

To view the existing sales price for the APJAM32 stock item, do the following:

1. Open the Sales Prices (AR202000) form.
2. In the Inventory ID box of the Selection area, select APJAM32. In the table, review the price of this stock item valid on the current business date ($16.60) and the UOM PIECE, which is a jar in this case.
3. Open the Stock Items (IN202500) form.
4. In the Inventory ID box, select APJAM32.
5. On the General tab (Unit of Measure section) of the Stock Items (IN202500) form, notice that the sales unit for this item is BOX. In the conversion table, review how this unit of measure is converted for this item (according to the settings, one box contains 6 pieces).

Step 2: Creating a Sales Order

To create a sales order for apple jam, do the following:

1. Open the Sales Orders (SO301000) form.
2. On the form toolbar, click Add New Record, and specify the following settings in the Summary area:
   • Order Type: SO
   • Customer: COFFEESHOP
   • Date: 1/30/2023
   • Description: Apple jam 2 boxes
3. On the Details tab, click Add Row on the table toolbar, and specify the following settings in the added row:
   • Branch: HEADOFFICE
   • Inventory ID: APJAM32
   • Warehouse: WHOLESALE
   • UOM: BOX
   • Quantity: 2

   Notice the value in the Unit Price column ($99.60). Since the price that is set for APJAM32 is $16.60 for one piece, the unit price of one box (six pieces) is equal to $99.60 ($16.60 x 6).

4. On the form toolbar, click Save.

Step 3: Defining a Sales Price for a Particular Unit of Measure

To define a sales price for a box of apple jam, do the following:

1. Open the Sales Prices (AR202000) form.
2. In the table toolbar, click Add Row, and specify the following settings in the added row:
   • Price Type: Base
   • Inventory ID: APJAM32
   • UOM: BOX
   • Price: 96
   • Effective Date: 1/30/2023
3. On the form toolbar, click Save.

Step 4: Updating the Prices in the Sales Order

To update the prices in the sales order, do the following:

1. Open the Sales Orders (SO3010PL) form.
2. Find the sales order you created in Step 2, and open it.
3. On the More menu (under Other), click Recalculate Prices.
4. In the Recalculate Prices dialog box, which opens, leave the default values, and click OK. On the Details tab, which is shown in the following screenshot, review the price in the Unit Price column of the table. Because a sales price ($96) has been now defined in the system for this unit of measure (BOX) of this particular stock item (APJAM32), the system has updated the previous price from $99.60 to $96.

   
   
   

5. On the form toolbar, click Save.