Pricing: Adjusting Order Price with Quote Editor

1         Go to Administration > Order View.

2         Click the price in the Quote field to open the Quote Editor in a separate browser window.

●        Information available for display on the Quote Editor includes:

●        Order Summary—Summary of the entire order is shown. Each item and order-level adjustment has its own line in this area. Tax information and order totals also display. One item is always selected (highlighted in blue).

●        Item Details—Displays detailed information about every unit in the order.

●        Refresh—Click Refresh at any time to retotal all values displayed on the page.

This is what you are most likely to need when making changes in the Quote Editor. For example, when a small set of values (such as for a single shipping fee or a single print option) required manual quotes. Simply type in a value for the missing price and click Refresh. The new price will be incorporated into the existing quote and all values will be added to yield new totals.

●        Recalculate Order—Click Recalculate Order to discard the quote entirely and to re-price the entire order based on the current job options, buyer settings, and current price sheets.  

You will most commonly use this when something large happened with the order or the pricing, such as:

1. Major changes were made to the job quantities after an order was placed. For example, a buyer placed an order for 10 copies but later contacted you and requested the quantity be modified to 10,000 copies. For the order to be priced correctly, all bulk discounts for Media, print services, impressions, shipping and other components would need to be fully re-priced to reflect the bulk discount. This is a lot of work to do by hand, looking up and changing each value individually. Using the Recalculate Order button will allow you to compute revised pricing without needing to do any manual work.

2. Major changes were made to the ticket options. For example, modifications to finished size may affect the impression and Media sheet counts if a regular print job gets converted to wide format or vice versa.  Use Recalculate Order to ensure the resulting quote fully reflects the intended pricing (including tedious to compute impression modes) for the order.

3. The buyer was assigned to the wrong company or Print Shop. In this case, an incorrect set of price sheets were used. After the user is assigned to the correct company or Print Shop, use the Recalculate Order button to ensure the correct prices are used.

4. The site- or company- or print shop-level price sheets were incorrectly assigned so incorrect price sheets were used for one or more orders. Use the Recalculate Order at any time before marking the order as shipped to use the intended pricing. (Note that restrictions may apply for credit card orders that have their prices increase after they are approved and paid for by buyers. The details will depend upon the credit card gateway and/or merchant account settings.)

5. The price sheet had incorrect data. Perhaps you mistyped the pricing for your common Media, or your MIS connection was temporarily out-of-service and you missed price updates for a lot of your products.  After correcting the underlying pricing data, use Recalculate Order to adjust prices easily as needed.  

●        Recalculate Data—Click Recalculate Data to discard a particular job’s quote entirely and re-price that job based on the current job options, buyer settings, and current price sheets. This is the same as Recalculate Order but changes the pricing for only the currently-selected job (pricing for the other jobs in the order will not be modified).  

●        Save Changes—Click Save Changes to save any changes you have made. 

The Save Changes button will also send an email notification to the buyer in two cases: (1) when there is a status change (e.g., no longer requires quote) and (2) if the job was already approved but the price was changed. For more information on setting up email notifications, see Editing email Messages. The order status changes to “User Approval Required.” 

●        Items that require a manual quote are outlined with red boxes.

3         To edit an item, click Edit for the line item then make changes as needed to the quantity, unit price, and price. (If you supply a new unit price, the adjustments appear in the Item Details section as “Adjustment to price per unit of...”.)

Note for Customers Using the VAT Taxation Model: When a buyer places an order with multiple VAT rates, the Quantity field will be non-editable. For information on the VAT Taxation Model, see VAT Taxation Model.

4         Click Add Order Adjustment.

5         On the row created for the new “Adjustment,” type a Description of the order adjustment, such as “Custom binding.”

6         Type the price in the Price column.

If the type is Adjustment, you can enter a positive or negative amount. All other types are preset to determine whether the price adjusts upward or downward. (For example, a discount will display as a negative amount, a fee as a positive one.)

7         Check the Taxable box to specify that the adjustment is taxable (if the order is otherwise tax exempt).

8         To edit the tax applied to all taxable items, select a tax authority group from the Tax pull-down list.

The Tax Authority Group pull-down list will not be available when external tax integration is selected for the site. For more information on external tax integration, see “External Tax System Integration” in the Taxation Configuration topic.

9         Click Refresh.

10     Click Save Changes.