Price Levels

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HandiFox Online allows shaping a more flexible pricing policy in the app and running promos without fear of giving the wrong price to the wrong customer. Price Levels allow you to set prices for items that can be applied to all items and all customers, or only to a select few, and you can also create price levels that are time-limited or that are valid indefinitely. If you have customers who prefer foreign currency, you have the flexibility to set specific prices for them that can override the exchange rate.

Price Levels List

To open the list of price levels, go to Sales → Price Levels. Here you will see the list of existing price levels that can be sorted by Price Level Name, Adjustment, Start Date, and End Date. To sort the list, click on the respective column's name.
The Action column allows you to Edit the price level, or make it active\inactive.
You can filter the list of price levels by All fields, Name, Adjustment, Start Date, and End Date and by typing the necessary text in the search field.

Creating Price Levels

There Are two ways to create a price level: by setting a custom price per item and by changing the price by a fixed parameter.

Info-sign.png HandiFox doesn’t read or record the price levels created in QuickBooks Online. It’s best if you stick to one app when creating sales transactions, either HandiFox or QuickBooks. This way you’ll have more opportunity to trace prices back to price rules.

To start creating a new price level, in the web interface go to Sales → Price Levels → click Hfo-plus-button.png
First, choose a name for the price level and type it in the Name field. Optionally, you can then select a period for which the price level will be valid by clicking on the Valid Period field. Simply click on the start date and end date and click Apply.
HFO valid period price levels.png

Selecting Customers

Both the Custom price per item and the Changing price by fixed parameter options require you to select customers to whom the price level will apply. It's done in the Customers tab. If you want to apply this price level to all customers, simply select "All customers" in the drop-down menu.

NOTE: When you select the All customers option, the list will show 10 customers a page. This doesn't mean that the price level will be applied only to the currently shown customers. The price level will also apply even to new customers that are added after the creation of the price level for all customers.

HFO All customers price level.png

If you want this price level to apply only to one or several customers, choose the "Select individually" option. You can either add them one by one by clicking Add Line and selecting from a drop-down menu, or you can click on Add from list.
The Add from list feature opens a pop-up window where you can check the necessary customers, which is useful if you want to add them in one bunch. It also allows you to search customers by All Fileds, Name, Company, Currency, and Email. You can also sort the list by these columns. When you are done selecting, click on Add selected.
HFO select customers individually.png

If you change your mind and decide to delete a customer from the list, simply click on the "x" button on the right side of the customer's line.
You can search among the already added customers by using the search field above the list. You can search by All Fileds, Name, Company, and Email.

Custom Price per Item

Custom price per item provides you with the flexibility to set up specific prices for items that you type by hand. It also allows creating a price level that applies only to a specific foreign currency.
First, select a currency that you want this price level to be applied to in the drop-down menu. By default, the home currency is selected.

Info-sign.png NOTE: The custom price per item in foreign currency can only be set up for the customers with the same currency. If you have already selected customers and decided to change the currency - the list of customers will be updated.

HFO select currency.png

  • Custom prices set in a home currency can be used for all customers, including customers with foreign currencies. In this case, custom prices will be converted according to the current exchange rate.
  • Custom prices set in a foreign currency can be used only for customers with the same currency. In this case, you can enter precise prices for your products in a foreign currency, overriding the exchange rate.

Now you need to select the necessary customers for this price level. See Selecting Customers.
Next, go to the Items tab to select the necessary items. If you want to apply this price level to all items, simply select "All items" in the drop-down menu.

NOTE: When you select the All items option, the list will show 10 items a page. This doesn't mean that the price level will be applied only to the items that are currently shown in the list. The price level will also apply even to new items that are added after the creation of the price level for all items.


HFO select items individually.png

If you want this price level to apply only to one or several items, choose the "Select individually" option. You can either add them one by one by clicking Add Line and selecting from a drop-down menu, or you can click on Add from list.
The Add from list feature opens a pop-up window where you can check the necessary items, which is useful if you want to add them in one bunch. It also allows you to search items by All Fileds, Name, SKU, Description, and Category. You can also sort the list by these columns. When you are done selecting, click on Add selected.
If you change your mind and decide to delete an item from the list, simply click on the "x" button on the right side of the item's line.
You can search among the already added items by using the search field above the list. You can search by All Fileds, Name, SKU, and Description.

Now, the most important part: type in the necessary price for an item in the Adjusted Price column. Note that the currency code is shown next to the header if the foreign currency is selected. The cost is converted to the selected currency according to the exchange rate. When you are done, click the Save button at the top-right corner of the screen.

Changing Price by Fixed Parameter

When creating a price rule by a fixed parameter (percentage or fixed amount) you have the flexibility to set up a new price level below or above the base price or cost. Also, you can round the new price to the nearest, up to the nearest, or down to the nearest increment. The values will be recalculated automatically, so you don't have to enter them by hand.
HFO fixed parameter Price Levels.png
There are a few handy buttons that let you set up the price as you want it to be.

  • First, enter the necessary number in the New Price is field.
  • Next, choose whether you want this number to be a percent value, or a fixed amount by clicking on the respective button: HFO percent value button.png
  • Select whether the new price level should make the price higher or lower by clicking on the respective button: HFO lower higher price level.png
  • Decide what price value should be altered - base price or cost: HFO base price cost.png
You can, for example, decide to sell a particular item to a customer at 10% above the cost price, or $20 below base price, or any other combination that suits your needs.
  • Decide what rounding to use. By default, it's set to 0.01 to nearest. You can change the rounding value, as well as the rounding rule to to nearest, up to nearest, down to nearest.
When you have already added the necessary items to your price level, you can check the resulting prices by clicking the Apply button at the rightmost of the parameters. If you find any value here that doesn't suit your needs, simply override it by typing a new price in the Adjusted Price field.

Now you need to select the necessary customers for this price level. See Selecting Customers.
Next, go to the Items tab to select the necessary items. If you want to apply this price level to all items, simply select "All items" in the drop-down menu.

NOTE: When you select the All items option, the list will show 10 items a page. This doesn't mean that the price level will be applied only to the items that are currently shown in the list. The price level will also apply even to new items that are added after the creation of the price level for all items.


HFO select items individually fixed parameter.png

If you want this price level to apply only to one or several items, choose the "Select individually" option. You can either add them one by one by clicking Add Line and selecting from a drop-down menu, or you can click on Add from list.
The Add from list feature opens a pop-up window where you can check the necessary items, which is useful if you want to add them in one bunch. It also allows you to search items by All Fileds, Name, SKU, Description, and Category. You can also sort the list by these columns. When you are done selecting, click on Add selected.
If you change your mind and decide to delete an item from the list, simply click on the "x" button on the right side of the item's line.
You can search among the already added items by using the search field above the list. You can search by All Fileds, Name, SKU, and Description.
Click on the Apply button at the rightmost of the parameters to apply the new prices to the selected items. If you find any value here that doesn't suit your needs, simply override it by typing a new price in the Adjusted Price field.
When you are done, click the Save button at the top-right corner of the screen.

Using Price Levels in Sales Transactions

Handifox allows you to use price levels in Sales Orders, Invoices, Credit Memos, and Sales Receipts. Each time you add an item to the list in the sales transaction, the system checks whether it is viable for an existing price level.

NOTE: If the customer is not selected, then the system takes into account only price levels that are applicable to all customers.
The system takes into account the date that is selected for the sales transaction, not the current date. It is important to note if you have price levels that have a set Valid Period.
  • If the item you added is viable only for one of the existing price levels, then the price is automatically updated according to the price level.
  • If there are several price levels that are applicable to this item, then you will be notified that there is a conflict taking place, and the value will be set to base price. Simply click on the price to see the list of price levels and select the necessary one.

HFO price level conflict.png

  • Custom prices set in a home currency can be used for all customers, including customers with foreign currencies. In this case, custom prices will be converted according to the current exchange rate.
  • Custom prices set in foreign currency can be used only for customers with the same currency.
  • If your price level has been set by a percentage/a fixed amount, the new prices will be converted automatically into the currency preferred by the customer.
Info-sign.png NOTE: The system first recalculates the prices based on price levels, and only then - taxes.

It is possible to use the existing price levels that are not directly applicable to the selected customer. For example, you may have a discount for a customer, but decide to give this discount to another customer that hasn't been specified in the price level. Simply click on the price of the item and select this price level to change the price.

Using Price Levels on Android

To use price levels on an Android device, just start creating the preferred sales transaction as usual.

HFO Price level Button Android.jpg
HFO Select Price Level Android.jpg
  • If the item you added is viable only for one of the existing price levels, then the price is automatically updated according to the price level.
  • If there are several price levels that are applicable to this item, then the value will be set to base price. Simply tap the name of the item → tap the Apply Price Level button → select the necessary one in the Price Level drop-down menu → tap OK.
  • It is possible to use the existing price levels that are not directly applicable to the selected customer. For example, you may have a discount for a customer, but decide to give this discount to another customer that hasn't been specified in the price level. Simply tap the name of the item and repeat the procedure described above.











Using Price Levels on iOS

To use price levels on an iOS device, just start creating the preferred sales transaction as usual.

HFO price levels iphone.gif
  • If the item you added is viable only for one of the existing price levels, then the price is automatically updated according to the price level.
  • If there are several price levels that are applicable to this item, then the value will be set to base price.
  • It is possible to use the existing price levels that are not directly applicable to the selected customer. For example, you may have a discount for a customer, but decide to give this discount to another customer that hasn't been specified in the price level.

Here is how to change the price level for an item:

  • Tap the item's name to open a pop-up window with the settings.
  • Tap the Rate drop-down menu.
  • Select the necessary price level.
  • Tap OK.
  • Close the settings window.