Price Master
The Price Master module is where you define and govern product pricing across business units, countries, currencies, and time periods. It’s the central pricing engine behind every Quote and Sales Order in GEMS CRM — controlling not just what a product costs, but where, in what currency, and for how long that price is valid.
Price Master List View
Your entry point for reviewing and managing pricing structures.
What You’ll See
- Header Information – Pricing Type, Price Name, Description, Status, Currency, total record count, Business Unit, Country, and the validity window (Valid From / Valid To)
- Price Records Summary – a breakdown of Active, Draft, and Expired record counts
- Pricing Records Table – every individual price record within this pricing master
Table Columns
| Column | Description |
|---|---|
| Priority | Determines which price applies when multiple records could match |
| Product ID | The product this price applies to |
| Category | The product’s category |
| Sales Price Group | The pricing strategy group this record belongs to |
| Sales Quantity / Sales UOM | The quantity and unit this price is based on |
| Price | The price itself |
| Start Date / End Date | The validity window for this specific price record |
| Status | Active, Draft, or Expired — shown as a color-coded badge |
Header Actions
- Display Records – opens the list in read-only mode for review
- Maintain Records – opens the editable maintenance screen for creating and updating price records
Toolbar Actions
- Search Product, Export, Filter, Refresh, Column Settings, Sort
Row-Level Actions
- View, Edit
- Activate Price – moves a record from Draft to Active
- Move to Draft – pulls an active record back to Draft for revision
- Expire Record – manually retires a price record
Viewing Price Records (Read-Only)
Opening a pricing master in Display Records mode gives you the same header information, summary counts, and records table, but entirely locked down — no create, edit, delete, or save actions are available anywhere on the screen. It’s built specifically for reviewing pricing configurations safely, without any risk of an accidental change. A clear Mode Indicator confirms you’re in View Only mode, and Close is your only way back out besides Display Records itself.
Maintaining Price Records
Maintain Records takes you into the editable workspace where price records are actually created and managed.
What You’ll See
The same header details (Business Unit, Country, Currency, validity window) plus an editable version of the pricing records grid, along with the same Active/Draft/Expired summary counts kept current as you work.
Adding Records
- Add Price Record – inserts a new, editable row into the grid
- Upload Price File – bulk-imports pricing records from a file rather than entering them one by one
Working with a Row
Each row lets you select the product, set the sales quantity and price, and define the validity dates (Start Date / End Date). Once you select a Product ID, related fields on that row auto-populate.
Good to Know
- Every newly added row defaults to Draft status — it won’t take effect until it’s saved and explicitly activated
- Save commits new or modified records; Discard clears out any unsaved changes without touching what’s already saved
- Rows can be removed individually via row-level delete before saving
Pricing Structure Fundamentals
A few rules shape how pricing masters work across the CRM:
- Only one Standard price book is allowed per organization — this keeps a single, unambiguous source of truth for default pricing, while Custom price books can be created freely for other scenarios
- Region and Currency must form a valid combination, and the currency itself must exist in your currency master
- Expired price books automatically switch to read-only — once a pricing master passes its validity date, the system marks it Expired and locks it down, consistent with how individual expired price records behave
- A Standard price book can’t be deleted if it’s linked to existing transactions — deletion is a soft delete, and only available to authorized roles in the first place
Pricing Method
Every price book is set up with one of two pricing methods, chosen at creation and used to drive how prices are calculated:
- Fixed Price – a set price, entered directly
- Cost + Tax – price is derived from underlying cost plus applicable tax