Back Office Price Lists in Restaurant Solution

January 24, 2024

Description

How to manage prices using a price list in the Back Office of Restaurant Solution

What's in this article?

Price Lists are a convenient way for you to manage your prices in Restaurant Solution. You can quickly update prices in one place in the Back Office without having to edit each item record. Additionally, you can schedule when you want the prices to take effect. Price Lists also enable you to schedule and manage pricing for events and promotions.

Price Lists allow you to set prices for:

Items and items with variations.
Modifier items and modifier items with variations (as long as the modifier is set to be priced differently than the underlying item).
Promotions using Set Price and Amount Off discounts.
For multi-store locations, you can use price lists to manage pricing for individual stores. Users assigned to a specific store can only see the price lists assigned to their store. Additionally, price lists can be created at the store level.

How does the Point of Sale app know which price to apply?

First, the Point of Sale app checks for an active event-based price list. If two or more event-based price lists overlap ( the events occur at the same time), the Point of Sale app uses the price list with the higher ranking. (See Ranking Event-Based Price Lists below.)
If an active event-based price list does not exist, the POS checks for an active non-event based price list.
(Multi-store only) If a non-event based price list does not exist, the POS uses the store override price, if any.
If a non-event based price list does not exist and a store override price does not exist, the Point of Sale app uses the company price. This is the price assigned to the object on the corresponding item or modifier record.

How does the Point of Sale app know which price to use when a promotion applies?

First, the Point of Sale app checks for an active event-based price list. If two or more event based price lists overlap, the POS uses the price list with the higher ranking. (See Ranking Event-Based Price Lists below)
If a active event-based price list does not exist, the Point of Sale app checks an active non-event based price list.
If an active non-event based price list does not exist, the Point of Sale app uses the value from the promotions page.
With price lists, Restaurant Solution adds one new access level, ’Price Lists,’ which allows you to control the users who can access the Price Lists page in the Back Office. Review your user roles to ensure they possess the appropriate access levels.

Create a price list

You configure price lists in the Back Office. When you create a price list, you can associate it to an event or you can set a specific start date. If you do not assign an event or a specific start date, the start date the current date and the new price list takes effect at the next data sync. You can create a non-event based price list to manage your pricing.

To create a non-event based price list

In the Back Office, select Menu > Price Lists.
Click Add a Price List.
Type a name for the price list.
Do one of the following to select when the price list is active:
- Leave This Price List is Active At All Times as the default.
- Choose an event from the dropdown list to create an event-based price list.
- Enter a start and end date to activate the pricing on a particular date.
  NOTE: If you have a price list with a start date of 01/01/2024 and no end date, and a second price list with a start date of 09/01/2024 and no end date, the first price list remains active until 09/01/2024 when the second price list takes effect.
(Multi-Store only) Click Assign Stores to assign the price list to a store, then select the stores and click Done. When you assign a price to a store, it is active. At the store level, a store can choose to make an assigned price list inactive.
Select which Order Modes the price list should be applied to.
Filter or search for the item, category, or promotion.
Set the prices. Default price is the price for the object and list price is the pricing for this list.
Click Save.

Edit or remove a price list

You can easily edit, remove or copy a price list.

To copy a price list

In some cases, you may want to duplicate an existing price list. For example, you created a price list for last year and now you want to create a price list for a new year. You can duplicate the older price list and edit the prices.

In the Back Office, select Menu > Price Lists.
Select the price list you want to duplicate.
Click Duplicate Price List on the top right of the screen. The system duplicates the price list and retains all of the information except the name.
- In Multi-Store, if you assigned the original price list to a specific set of stores, the duplicated price list will be assigned to those same stores. Click Assign Stores to edit the store assignment of the price list.
Type a name for the duplicated price list.
Make any other necessary changes.
Click Save.

Ranking Event-Based Price Lists

Event-based price lists have priority over non-event based price lists, when both are active. On occasions when two event-based price lists overlap, the Point of Sale app uses the event-based price list with the higher ranking. You can sort event-based price lists to designate one with a higher ranking than the other should they overlap.