The Rates and Pricing screen displays, as shown below.
The Rate Code Details section is used to create rate structures and rate codes upon which product prices are based. Rate structures are typically used to segment customers into logical buying groups, such as members and non-members.
The Pricing Detail section is used to associate a price with a given rate structure and code combination. Products can be priced by date or by different currencies. Accounting policies can be implemented here, including product adjustments, write-off tolerances, and tax basis.
To define the rates and pricing:
1. Click
Define Rates and Pricing from
the Define the Product task category.
The Rates and Pricing screen displays, as shown below.
2. Click Add Rate.
3. Select a Rate Structure from the drop-down menu.
4. Select
a Rate Code from the drop-down
list.
The Description defaults as the Rate Code value.
If
this product is part of a paired digital and print edition under the same
parent product, then the Rate Structure and Rate Codes must match between
both products so the "transfer to a different edition" feature
will work in the back office and the web.
5. Select
the Short Pay from the drop-down.
The option chosen from this drop-down determines which of the following
fields are read-only in the Pricing Detail section:
· Max Adjusted Price
· Min Adjusted Price
· Min Price to Activate
· Max Auto Write-off
· Fair Market Value .
6. If necessary, select the Ship-Via method from the drop-down.
From
the GL Accounts Used in Shipping (APP003) screen, if a shipping
account is not defined for the selected Ship-Via, a warning message will
be displayed when creating an order.
7. If necessary, enter the Agency Discount percentage.
8. Enter a Priority number.
9. Enter the Sales Commission.
10. Check the checkboxes that apply:
· Default Rate
· Web Enabled Rate
· Default Web Rate
· Waive Shipping
· Prorate Amount
11. Click Add Price.
12. Select the Currency Code from the drop-down.
13. Enter the Price for the subscription.
14. Select a Valid from date from the drop-down.
15. If necessary, select a Valid thru date from the drop-down.
The
Rate Structure, Rate Code, and Fair Market Value fields are read-only.
16. Enter
the Max Adjusted Price.
If “AR” or “Reject” was chosen from the Short Pay drop-down, this field
will be read-only.
17. Enter
the Min Adjusted Price.
If “Reject” was chosen from the Short Pay drop-down, this field will
be read-only.
18. Enter
the Min Price to Activate.
This field only displays when “AR” is chosen from the Short Pay drop-down.
This field is read-only.
19. Enter
the Max Auto Write-off price.
If “Adjust” was chosen from the Short Pay drop-down, this field will be
read-only.
20. Enter the Fair Market Value, if necessary.
21. Check Show as Web Sale Price? if necessary.
22. Enter
the Strikethrough price, if desired.
This is most often used for sales and promotions. Example: $20.00 $45.00- In this example, the stricken
through price is the original price of the product and the $20.00 price
is the new price.
The
Strikethrough Price should be higher than the new price.
23. Click Save.
| Screen Element | Description |
|---|---|
Rate Code Details |
|
| Add Rate | Button. When clicked, a row is added to the Rate Code Details table and the corresponding fields are enabled to add a rate code. |
| Delete Rate | Button. When clicked, the highlighted row from the table and the rate code are deleted. |
| Rate Structure | Drop-down. This is a structure that defines a customer. They
are defined during the system setup. Certain customers, such as
members vs. non-members, receive special rates. The rates for
these structures are defined in the Rate Code. Rates cannot be
deleted if orders have been created that use them.
After a rate structure has been defined for the product, this drop-down is disabled and cannot be edited. |
| Rate Code | Drop-down. The established rate determines the pricing for
the Rate Structure selected.
After a rate code has been defined for the product, this drop-down is disabled and cannot be edited. |
| Description | Text box. A description of the rate code. |
| Short Pay | Drop-down. This fixed code indicates how Personify handles
incomplete payment situations. Linked to the minimum payment amount.
This code can be affected by the schedule payment and minimum
payment amount. Options include:
· Adjust: Accept whatever is paid, even if the payment amount is less than the minimum payment. No balance is due. This is typically used for donations. · AR: Creates a receivable and indicates that members under the active rate code will be invoiced. Activates even though a balance is due. · Reject: Do not activate order unless fully paid. This should only be enacted if paying the entire amount immediately, rather than monthly. If an order is created, this value can be overridden at the order line level. A balance is due and the product stays in a proforma status until payment is received. Not active until the entire payment is received. |
| Ship-Via | Drop-down. Specify how the product is to be shipped, e.g., by Federal Express, United Parcel Service, or United States Postal Service. |
| Agency Discount | Text box. The percentage to be applied for an agency discount
when creating an order for this product. In Personify, agency
discounts are defined with the rate code. For subscription products,
separate rate structures should be defined for agencies if they
will receive an agency discount.
Agency discounts for subscription products are typically used when the agency sells a subscription to the customer for one price, but only pays a portion of that to the association.
For example, the agency sells a subscription to the customer for $50, but only pays $30 to the association. The transaction in Personify is recorded as $50 in revenue, $30 in cash, and $20 as an agency discount expense.
|
| Priority | Text box. Determines the order the rate codes display in the product setup and Order Entry screen. The rate code with the lowest display order displays first. |
| Sales Commission | Text box. The percent of sales commission that the salesperson receives when this product is purchased within the rate structure/ rate code selected. |
| Default Rate | Checkbox. Defaults the rate to the list price. Indicates which rate codes should be default with each rate structure. This rate code defaults for the order when creating an order. For instance, some organizations want to show member savings, but to do that the structure and price must be known to consider the “list price.” Only one rate code within a given rate structure for a product can have this checkbox selected. |
| Web Enabled Rate | Checkbox. When checked, indicates that this rate code is available through the Web. |
| Default Web Rate | Checkbox. When checked, indicates which rate code is the default for the Web. |
| Waive Shipping | Checkbox. When checked, the shipping will be waived for this rate structure/rate code for this product. |
| Prorate Amount | Checkbox. When checked, when an order is placed with this rate code, the rate amount will prorate evenly over the course of the length of the subscription. For example, if the subscription rate amount is $120 and the subscription runs from January to December, an order placed in January will have a default rate amount of $120. However, if an order is placed in February, the default rate amount will be $110. |
| Rate Code Extensions | Button. Opens the Rate Code Extensions screen and allows you to define additional information for the rate code. For example, every member gets a free subscription to a magazine. Refer to the steps after this table in the Defining Rate Code Extensions section for more information on adding rate code extensions. |
Pricing Detail |
|
| Add Price | Button. When clicked, a row is added to the Pricing Detail table and the corresponding fields are enabled to add a pricing structure. |
| Delete Price | Button. When clicked, the highlighted row from the table and
the pricing structure are deleted.
|
| Currency | Drop-down. The appropriate domestic or international currency to use in this subsystem, e.g., German Mark, Japanese Yen, US Dollar. |
| Rate Structure | Read-only. This is a structure that defines a customer. They are defined during the system setup. Certain customers, such as members vs. non-members, receive special rates. The rates for these structures are defined in the Rate Code. |
| Rate Code | Read-only. The established rate determines the pricing for the Rate Structure selected. |
| Price | Drop-down. The price charged for the product prior to any applicable discounts. The price can be zero dollars. |
| Valid from | Drop-down. The pricing setup begins on this date. It is based
on the order date in the order application. If a begin date is
defined prior to an existing begin date, a warning message appears.
If entered, then the end date is automatically set to the day
prior to the next existing begin date.
|
| Valid thru | Drop-down. Indicates the last date when this rate would be effective for this product detail. |
| Max Adjusted Price | Text box. Controls adjustable pricing and is ignored for other short-pay codes. When the Short Pay code is ADJUST, the system adjusts up only to this price. It is visible only if Short_Pay flag = “ADJUST”. When the short pay code is “ADJUST”, the price will only adjust up to this receipt amount. |
| Min Adjusted Price | Text box. Controls various aspects of the behavior of an order depending on the Short Pay value. This is the price that must be paid prior to the line item being considered active. |
| Min Price to Activate | Text box. Controls various aspects of the behavior of an order depending on the Short Pay value. This is the price that must be paid prior to the line item being considered active. |
| Max Auto Write-off | Text box. Controls up to what unpaid amount the auto-write off function will write-off after a receipt has been applied. |
| Fair Market Value | Read-only text box. Used in Fundraising products to determine the allowed tax deduction. This value is not considered tax deductible. |