Uploading Sales Price Lists: Process Activity

In this activity, you will learn how to upload sales price lists with regular prices and promotional prices. You will also review how the history of updated prices is kept in the system.

Story

Suppose that the SweetLife Fruits & Jams company decided to update the regular sales prices for 2023 and set up promotional prices for some items during the holiday season.

Acting as the SweetLife accountant, you need to upload two Excel files with both sales price worksheets and see how the system uses them. You also want to review how the sales prices are retained in the system.

Configuration Overview

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

• On the Non-Stock Items (IN202000) form, the ONLCOURSE non-stock item has been created.
• On the Customer Price Classes (AR208000) form, the LOCAL customer price class has been created.
• On the Customers (AR303000) form, the ABAKERY and COFFEESHOP customers have been created.

Process Overview

You create sales price worksheets by uploading Excel files on the Sales Price Worksheets (AR202010) form. You then release each sales price worksheet and review the new prices on the Sales Prices (AR202000) form.

To analyze how the system selects prices, you create an AR invoice on the Invoices and Memos (AR301000) form.

System Preparation

System Preparation

1. Download the PricesAndDiscounts_SalesPrices_Base_2023_01_01.xlsx and PricesAndDiscounts_SalesPrices_Promotion_2022_12_01.xlsx files to your computer.
2. 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
3. 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.
4. 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 to view the list of branches that you have access to, and then click SweetLife Head Office and Wholesale Center.

Step 1: Importing a Sales Price Worksheet with Base Prices

To import a sales price worksheet with base prices effective from 1/1/2023, do the following:

1. Open the Sales Price Worksheets (AR202010) form.
2. On the form toolbar, click Add New Record.
3. In the Effective Date box, select 1/1/2023.
4. In the Description box, enter Base prices for 2023.
5. On the table toolbar, click Load Records from File.
6. In the File Upload dialog box, which opens, click Choose file.
7. In the dialog box that opens, find the PricesAndDiscounts_SalesPrices_Base_2023_01_01.xlsx file and select it for upload.
8. In the File Upload dialog box, click Upload.
9. In the Common Settings dialog box, which opens, leave the default values and click OK.
10. In the Columns dialog box, which opens, for the Price column name, specify the Pending Price property name and click OK.
11. Make sure that the worksheet contains four lines and save the worksheet.
12. On the form toolbar, click Remove Hold, and then, click Release to release the worksheet.

Step 2: Importing a Sales Price Worksheet with Promotional Prices

To import a sales price worksheet with promotional prices effective from 12/1/2022 to 1/15/2023, do the following:

1. While you are still on the Sales Price Worksheets (AR202010) form, on the form toolbar, click Add New Record.
2. In the Effective Date box, select 12/1/2022.
3. Select the Promotional check box.
4. In the Expiration Date box, select 1/15/2023.
5. In the Description box, enter Promotional prices 12/1/2022 - 1/15/2023.
6. On the table toolbar, click Load Records from File.
7. In the File Upload dialog box, which opens, click Choose file.
8. In the dialog box that opens, find the PricesAndDiscounts_SalesPrices_Promotion_2022_12_01.xlsx file and select it for upload.
9. In the File Upload dialog box, click Upload.
10. In the Common Settings dialog box, which opens, leave the default values and click OK.
11. In the Columns dialog box, which opens, for the Price column name, specify the Pending Price property name and click OK.
12. Make sure that the worksheet contains five lines and save the worksheet.
13. On the form toolbar, click Remove Hold, and then click Release.

Step 3: Reviewing How the System Retains the Sales Prices

To review the sales prices for the ONLCOURSE non-stock item, do the following:

1. Open the Sales Prices (AR202000) form.
2. In the Price Type box of the Selection area, make sure that All Prices is selected.
3. In the Inventory ID box, select ONLCOURSE.
4. In the Selection area, clear the Effective As Of box. In the table, review the prices that exist for the ONLCOURSE non-stock item.

   The base price of $15 is effective from 1/1/2022 to 12/31/2022.

   For the period from 12/1/2022 to 1/15/2023, the promotional price of $12, which you uploaded in the previous step, is effective.

   Also, starting from 1/1/2023, a new base price of $17, which you uploaded in Step 1, is effective.

   Besides, the customer-specific price configured for COFFEESHOP ($13) and the price for the LOCAL customer price class ($14.50) are also effective in the system starting from 1/1/2022, as shown in the following screenshot.

Step 4: Creating an Invoice with the New Price

To create an AR invoice with a new sales price, do the following:

1. Open the Invoices and Memos (AR301000) form.
2. On the form toolbar, click Add New Record and specify the following settings in the Summary area:
   • Type: Invoice
   • Customer: ABAKERY
   • Date: 1/30/2023
   • Post Period: 01-2023
   • Description: One-day online course
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: ONLCOURSE
   • Quantity: 1

   Review the price in the Unit Price column. It shows the new base price ($17) effective from 1/1/2023, which you uploaded in Step 1.

4. In the Date box of the Summary area, change the date to 1/3/2023.
5. On the More menu (under Other), click Recalculate Prices.
6. In the Recalculate Prices dialog box, which opens, leave the default values and click OK.
7. On the Details tab, review the price in the Unit Price column. It now shows the new promotional price ($12) effective from 12/1/2022 to 1/15/2023, because the invoice date is within this date range, and promotional prices have a priority over base prices.
8. Close the form without saving your changes to the invoice, which was created solely for testing purposes.