Your costs on price codes and materials

A price code's price is what you charge. Its cost is what one unit costs your company. Cost sits beside the price and is yours alone: setting one never changes a price, and setting one on a shared library code doesn't change the library. It stays with your company even when the library is updated. No client or vendor ever sees it.

Every code starts with no cost. Fill them in one at a time, or import a spreadsheet of them. Setting costs needs permission to change organization settings.

Setting a cost on one code

Go to Settings → Price Codes.

• On the Manage tab, the Your cost column shows the cost of each of your codes, or a dash when there isn't one.
• The sheet for adding, editing or overriding a code has a Your cost field: what one unit costs your company. Leave it blank if you haven't set one.
• For a shared library code you haven't overridden, open Browse library. Every row has a Your cost box beside the price. Type the cost and press Enter, or click away. Clearing the box clears the cost. This sets the cost without overriding the library price.

Importing costs

For a whole list, press Import on the Price Codes page and switch to Costs.

1. Get a file. A .csv or .xlsx file with three columns: Category, Item code and Cost, with those headers in the first row. Download example (.csv) gives you one to copy. A column named "Unit cost" or "Your cost" also works. Up to 50,000 rows or 20 MB.

2. Upload it. Each row is matched to a price code by its category and item code, your own codes and the library's alike. Nothing is saved yet.

3. Check the review. Every row lands in one tile:

   • Added: a cost set for the first time.
   • Changed: replaces a cost you already set.
   • No change: skipped, nothing to do. If the same code appears twice, the later row is used.
   • Not found: skipped, because it isn't one of your codes or a library code. Check the spelling of the category and item code.
   • Can't import: the row needs fixing, for example a missing or negative cost.

   The table shows each code's current cost beside the new one.

4. Confirm. Import costs saves them all at once, and the result says how many were added, updated and skipped.

Importing costs never changes a price, never deletes anything, and leaves codes that aren't in the file as they are. Importing the same file again updates the costs in place. There's no undo for a cost import; to go back, import the old costs or change them by hand.

Sell price on materials

Your materials catalog (Settings → Catalogs → Materials) has a Sell price beside each item's Unit cost. The unit cost is what you pay; the sell price is what you bill. Both are optional. The equipment catalog keeps cost only.

Where these numbers are used

• Requests for price and purchase orders. When you add a line from the catalog, a price code shows Your cost, or No cost set. A material or equipment line brings its catalog cost. On a request, those costs make up the internal expected cost, or you can switch the request to the price sheet: the price code's price, or the material's sell price. See Purchase orders and requests for price.
• Inventory. A material's sell price shows as Bills at on its stock card and on what work orders used. Raising a purchase order for an item that's out starts it at the catalog cost. See Stock and inventory.
• Work orders. A material line with no stock on hand is costed at the catalog cost.