Using the Open Order Price Update tool

Once your current pricing templates have been updated with the new pricing (Resources > Products > Products & Pricing), you can use the powerful Open Order Price Update tool to do a price update on all open orders across the board. Due to the extensive changes applied by this tool and the potential for error if used without caution, this tool is reserved for Admin user accounts only.

This tool forces all Active or Inactive Orders marked as an "Open Order" to update their product prices to the current Template price. The Open Order Price Update Tool ignores Closed orders and orders with the "Open Order" box unchecked.

Note: Updating pricing through the Open Order Update Tool will also update ALL unbilled tickets for the Orders that are affected. If you wish to preserve any prices for current tickets, make sure to batch tickets through the Billing module.

We highly recommend using the "Price Update Review" report under the Orders category to review the pricing and orders that will be affected by a mass price update. 

• Review your new Pricing Template Defaults using the Price Update Review report under the Orders category of the Reporting page to make sure everything is correct.
• Update any Prices in the Product Pricing table, if needed.
• Click the Open Order Price Update button on the top-right of the Product Pricing table
  
  
  
  
• Set the  Region and Location where you want your open order product pricing updated, or update All locations.
• Set a  Customer if you want the update to only affect open orders attached to that customer.
• If you do not choose a customer, the changes will apply across all customers.
• Check the boxes for the information you want to update from the temples to the Order-Products
• Update Pricing: Updates the Material Rate on the Order-Products from the Pricing column.
• Update Surcharges: Updates the Surcharge Rate and type on the Order-Products from the "More" pricing pop-up.
• Update Adjustments: Updates the Adjustments on the Order-Products from the "More" pricing pop-up.
• Click Update to run the Open Order Price Update tool for all Active and Inactive Orders marked as Open that match your set criteria.
  
  

Let's say you have a customer called Bob's Construction, and they are a five-year loyal customer who wants pea gravel, and you'd like to give them a discount for their loyalty for any new orders. If pea gravel's original price (Price Template: Level 1) is $10, then the Special VIP Customer Price is $8.50. 

To give them this new price, you would go into Resources > Products > Products & Pricing. You would then go into the Product Setup tab and leave their current Pricing Template as-in, but you would add in a new Template and name it "Loyalty." Then, you would go back to the Product Pricing tab and query their new Price Template. Then, you would add in all of the new "Loyalty" pricing for the Products on this Template (making sure to add in pricing for all of the products they buy, and not just the Pea Gravel).

Then, under Resources > Customers, you will edit Bob's Construction to set them to the new Price Template named "Loyalty" if you want them to get that special price all the time. Any new orders you make for them will use the pricing set on the "Loyalty" Price Template - $8.50 for Pea Gravel.

Now, perhaps six months down the road, the special price for all "VIP customers" has increased a little, to $9. In this case, you would go into  Product Pricing again and edit the "Loyalty" price template pricing for pea gravel to $9.

Then, to apply the change to orders already established, you can use the  Open Order Price Update tool to do one of two things:

1. You could select Bob's Construction in the customer drop-down menu and  ONLY update Open Orders for that one customer to reflect the change you made. 
2. If you only choose a location and don't choose a customer, it will apply those changes to all of that location's Open Orders, regardless of who the customer is.

If you negotiated a particular Quote for  one job for Bob's Construction, and then turned that Quote into an Order and then did not check Open Order, it will be unaffected by changes made via that Open Order Price Update tool. You can think of the order as being no longer open to mass price level changes via the Open Order Price Update tool. The prices you set up on the order would be static.