Price Lists
Package: SALES
1. General
The Price Lists module allows you to define individual prices for products and/or services that apply to specific customers, customer groups or occasions. Conditions deviating from the standard price can thus be managed flexibly and centrally.
Any number of price lists can be created, each with any number of products and/or services.
Typical use cases are:
- Customer group price lists → e.g., different prices for end customers, dealers or large customers
- Contract price lists → e.g., individually negotiated prices for a specific customer or partner
- Volume discount price lists → e.g., tiered prices based on order quantity (1–24 units, 25–49 units, 50+ units, etc.)
- Promotional price lists → e.g., time-limited special prices for campaigns or promotions
Price lists can be used when creating records in the following modules: Orders, Deals, Purchase Orders, Invoices.
Once a product or service from a price list has been selected in the product block, the desired price list can be selected via the "Select Price List" actions icon (right arrow icon) in the List Price field. The price stored there is automatically applied.
For more information on using price lists in the product block, see the section Product Block in Billing Modules – Select Price List.
A dealer receives a 15% discount on all products based on a framework agreement. A price list Dealer XY is created with all products stored at the contractually agreed prices. When creating an order for this dealer, the Dealer XY price list is selected – the reduced prices are automatically applied to the line items.
For volume discounts, separate price lists are created (e.g., Tiered Price 1–24 units, Tiered Price 25–49 units) to quickly and accurately enter the appropriate price based on the ordered quantity.
This section only describes special fields or functionalities of the module, as all general brainX functionalities are described elsewhere in the manual.
2. List View
The list view in the Price Lists module has the usual functionalities of a list view. For more detailed information, see the section Structure/Layout – List View.
2.1. Actions
In the list view, general actions are available depending on the module. An overview and description of all general actions can be found in the section Actions (List View).
There are no module-specific actions in this module.
3. Detail View
3.1. Fields
The following table describes required fields and fields with non-obvious functions. All other fields are self-explanatory.
Basic Data Block
| Field | Description |
|---|---|
| Price List Name * | Name of the price list |
| Active | When deactivated, the price list is no longer available for selection in the product block |
| Currency * | Currency of the price list |
*Required field
3.2. Actions
The following actions are available in the detail view:
3.2.1. General Actions
- PDF Export
- Recommend
- Copy
- Delete
- Change Tracking
For detailed information on the actions, see the section Actions (Detail View).
4. Creating and Editing a Price List
After creating a new record, the actual price list is maintained in the Relations tab of the record. There, products and services can be added, removed and their list prices edited.
Price Lists module – Relations tab
4.1. Adding Products and/or Services
In the "Relations" tab, records from the Products and Services modules can be added to a price list in the respective blocks.
Three options are available:
4.1.1. Select Records
After clicking the Select Products or Select Services actions icon, a popup opens. Products or services can be added individually by clicking the name or via multiple selection using checkboxes and the Select button.
Select Products/Services actions icon
Products popup
4.1.2. Load List
After clicking the Load Products or Load Services actions icon, a flyout menu opens for selecting a list view of the respective module. All products or services contained in the selected list are added to the price list.
Load Products/Services actions icon
List selection flyout menu
Lists and reports selection flyout menu
4.1.3. Load Report
Via the same Load Products or Load Services actions icon, a report can also be selected in the flyout menu. All records contained in the report are added to the price list.
Load Products/Services actions icon
The "Load Report" option in the flyout menu is only available if a report already exists for the Products or Services module.
Report selection flyout menu
4.2. Removing Products and/or Services
To remove a product or service from the price list, select Remove Relation (broken chain icon) from the actions menu (three dots icon) of the respective line item. The link is deleted; the record itself remains in the respective module.
Actions flyout menu
4.3. Editing List Prices
List prices can be changed either via bulk editing or individually.
4.3.1. Bulk Editing
Select multiple line items using checkboxes and then click the Edit List Price actions icon.
Actions icon
Actions icon – Edit List Price
Edit List Price popup including tooltip on calculation operators
In the popup, a value with operator can be entered:
| Input | Meaning |
|---|---|
-10% | Reduce all selected list prices by 10% |
-20 | Reduce all selected list prices by EUR 20 |
+5% | Increase all selected list prices by 5% |
Format: [Operator]Number[%] – Operators: +, -, *, /, %
To reduce all selected list prices by 10%: enter -10%. To reduce all selected list prices by EUR 20: enter -20.
Calculations with operators can only be applied with multiple selections. When a single line item is selected, the entered value is set directly as the new list price.
4.3.2. Individual Editing
In the actions menu of a line item (three dots icon), select Edit List Price. In the popup, enter the new list price and save.
Actions flyout menu
Edit List Price popup
4.4. Actions per Line Item
The following actions are available in the actions menu (three dots icon) of each line item:
| Action | Functionality |
|---|---|
| Edit | Opens the product/service record in edit view |
| Remove Relation | Removes the product/service from the price list; the record remains in the module |
| Delete | Removes the product/service from the price list and moves the record to the Recycle Bin |
| Subscribe | Subscribes to the product/service record |
| Edit List Price | Opens the individual editing of the list price |
Actions flyout menu
5. Practical Examples
1 – Creating a Dealer Price List with Individual Conditions
A dealer receives a 15% discount on all products based on a framework agreement. In the Price Lists module, a new price list Dealer XY is created, the currency is defined and the record is saved. In the Relations tab, all relevant products are added to the price list via Select Products.
All line items are then marked using checkboxes and the value -15% is entered via the Edit List Price bulk edit – all list prices are automatically reduced by 15%. The completed price list is stored in the organization management of the dealer in the Price List field. At the next order entry for this dealer, the price list is automatically applied and the reduced prices are applied to the line items.
2 – Setting Up Volume Discount Price Lists for Tiered Quantities
A company wants to set up volume discounts for three tiers: 1–24 units at the standard price, 25–49 units with 5% discount and 50+ units with 10% discount. Two separate price lists are created: Tiered Price 25–49 units and Tiered Price 50+ units.
All products from the existing product list are loaded into each price list via Load List. The list prices are adjusted via bulk edit with -5% or -10% respectively. When creating an order, the employee selects the price list matching the order quantity in the product block via Select Price List – the correct tiered price is automatically applied.
3 – Creating a Promotional Price List for a Time-Limited Campaign
The marketing team plans a summer campaign with special prices on selected products. In the Price Lists module, a new price list Summer Campaign 2026 is created. Via Load Report, a previously created report is selected that contains all promotional products – these are thus added to the price list in one step.
The prices are adjusted individually for each product via individual editing. After the campaign ends, the Active toggle is deactivated so that the price list is no longer available for selection in the product block, but remains in the system for later reference purposes.
6. Frequently Asked Questions
In which modules can price lists be used?
Price lists can be used when creating records in the Orders, Deals, Purchase Orders and Invoices modules. In the product block, the desired price list is selected via the Select Price List actions icon and the stored price is automatically applied.
How are products and services added to a price list?
In the Relations tab of the price list record, three options are available: manually select individual records via Select Records, load all records from a saved list view via Load List, or add all records from an existing report via Load Report.
Can I change the list prices of multiple line items simultaneously?
Yes. Via bulk editing, multiple line items can be marked using checkboxes and adjusted together via the Edit List Price actions icon. A relative value (e.g., -10% for 10% reduction) or an absolute value (e.g., -20 for EUR 20 reduction) can be entered.
What is the difference between "Remove Relation" and "Delete" for a price list line item?
Remove Relation only removes the product or service from the price list – the record itself remains in the respective module. Delete, on the other hand, removes the record from the price list and additionally moves it to the trash of the respective module.
Can I deactivate a price list without deleting it?
Yes. Via the Active toggle in the Basic Data block, a price list can be deactivated. It is then no longer available for selection in the product block, but remains in the system and can be reactivated at any time.