Linking Price Books to Account Partners

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Price Books provide users with an additional means of grouping pricing rules to complement existing rules in their ERP systems. Price Books are associated with an Account to allow for defining product portfolios per Account, and corresponding commercial conditions for each portfolio.

For example:

  • Buying Groups
  • Pharmacy receives pricing based on Buying Groups it belongs to
  • There is a Price Book per type of product, for example, one Price Book for Animal Health products and a different Price Book for Consumer products
  • There are several Price Books per SKU. The Priority field is used to define which Price Book supersedes the others.
  • Licenses - Certain products can only be sold to a pharmacy with a license to sell that product.

For example, Price Book Gold is associated with an Account using the Account_Partner_vod object. The pharmacy (Account) places an order for Cholecap. The system checks to see if Cholecap belongs to a Price Book. If it belongs to the Price Book Gold, the rules from that book are applied to the Order. If it applies to more than one Price Book, and there are conflicting rules, Price Book Gold is used because it has a higher priority over other price books.

Configuring Order Management Price Books

Prerequisites

To enable this feature for admins:

  1. Grant CRUD permission to the Account_Partner_vod object.
  2. Grant access to the Price_Book_vod record type on the Account_Partner_vod object.
  3. Grant FLS edit permission to the following fields:
  • Price_Book_vod field on the Pricing_Rule_vod object
  • Order_Type_vod field on the Account_Partner_vod object (optional)

The Order_Type_vod field is a picklist. The out-of-the-box order types, Direct_vod and Transfer_vod, are predefined as values for the Order_Type_vod field on the Account_Partner_vod object. Administrators can define additional order types.

  • Priority_vod field on the Account_Partner_vod object

As a best practice, customers whose business process requires multiple Price Books with conflicting pricing rules on the same Product should always use the Priority_vod field.

  1. Expose the fields from the previous step on the appropriate page layouts.

To enable this feature for users:

  1. Grant at least Read permission for the Account_Partner_vod object.
  1. Grant access to the Price_Book_vod record type on the Account_Partner_vod object.
  2. Grant FLS edit permission to the following fields:
  • Price_Book_vod field on the Pricing_Rule_vod object
  • Priority_vod field on the Account_Partner_vod object

    Order_Type_vod field on the Account_Partner_vod object (optional)

To define Price Books:

  1. Grant FLS edit permission to the Price_Book_vod field on the Pricing_Rule_vod object.
  2. Place the Price_Book_vod field on the page layout of a supported Pricing_Rule_vod object type.
  3. The Price_Book_vod field is a text field. The value is populated with the name of the Price Book which has to match the corresponding text field on the Account_Partner_vod object. This is how the association is established.

  4. Perform the following on the Account_Partner_vod object:
  1. Grant access to the Price_Book_vod record type for the desired groups of users.
  2. Define and assign the Price_Book_vod record type to the relevant page layout.
  3. Grant FLS to the Order_Type_vod field and expose it on the desired page layout (optional).
  1. Grant FLS edit permission to the Priority_vod field and place it on the appropriate page layout. This step is optional.

Users can define Price Books with the following Pricing Rule types:

  • List Price
  • Discount
  • Brand Discount
  • Product Group Discount
  • Free Goods
  • Percentage Free Goods
  • Payment Terms
  • Delivery Rules

Using Price Books

The Price_Book_vod field on the Pricing_Rule object is used to associate a pricing rule to a particular Price Book. Once a set of rules is defined as a Price Book, admin users can associate that Price Book to Accounts by using the Account Partner object. Account Partner records are the relationships between an Account and a Price Book.

A record type on the Account Partner object is reserved specifically for Price Books. Additionally, a new field, Priority_vod (number value, the lowest number is the highest priority), on the Account Partner object is used to define a price books’ priority over other price books when there are conflicting pricing rules in an Order.

The Order_Type_vod field on the Account_Partner_vod object can optionally be used to associate a price book to a particular Order Type (Direct or Transfer). If this field is left blank, the price book is available for all Order Types.

Considerations for Using Price Books

  • Price Books are case-sensitive
  • End users cannot select Price Books. Price Book rules are automatically applied to orders similar to standard/base level pricing rules.
  • If Priority_vod is empty, best pricing logic is applied among conflicting price books
  • Price Book rules supplement any rules defined at the Account and Account Group level
  • It is possible to associate Price Books to Contracts and Campaigns and apply them when the Contract or the Campaign is selected on the Order header
  • It is possible to have multiple Price Books applied to an Order at the same time
  • When there are two or more rules for the same product, if a customer has a price book assigned, even if its price is higher, it will get the price book price.
  • When there are two or more Price Books that have non-conflicting rules (with different Comparison Type) for the same product, the discounts are added together
  • When there are two or more Price Books that have conflicting rules (with same Comparison Type) for the same product, the system uses the value in the Priority field on the Account Partner record to determine which Price Book has higher priority and applies the rule from the higher priority Price Book
  • When there are two more Price Books that have conflicting rules for the same product and the Priority is missing (this is considered misconfiguration), the system applies the best discount. For example:
  • Free Goods - highest free goods/percentage free goods is applied
  • Discount - highest discount or smallest Net Price, highest Brand discount, and highest Product Group discount is applied
  • List Price - lowest list price is applied

Exceptions to Using Price Books

  • Delivery Rules - if there are conflicting delivery rules, and error occurs and error messages displays according to the PRICE_BOOK_DELIVERY_ERROR Veeva Message
  • Payment Terms - conflicting payment term values display in the drop-down menu and for selection
  • Limit Rules - the lowest limit is applied. If there is a tie between multiple rules with the same minimum value, the most restrictive rule with the lowest max value is applied
  • Kits - Kit items have at least two rules each: List Price Rules and Default Quantity Limit Rule. Priority must be used to specify which Price Book should be applied when there are multiple Price Books with price rules on Kits. Price Books must have both List Price and Default Limit Rule defined for Kits. It is misconfiguration to have List Price defined in one Price Book and Default Quantity defined in another.
  • If there are conflicting rules with the same conditions (for example, the same discount), the first record is applied