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Version: 7.0

Vendor pricelists

Where to find​

Forms for working with pricelists are usually located at “Purchase” → “Operations” → “Pricelists”.

Purpose​

A pricelist stores vendor prices and is used for:

  • preparing purchase prices;
  • filling in prices when creating purchase orders;
  • recording price changes by periods.

Pricelist structure​

In a pricelist, you typically specify:

  • vendor;
  • validity period (start/end date);
  • note.

Pricelist lines​

In lines, you specify:

  • item;
  • price;
  • if needed — vendor name/SKU (if you maintain mapping).

Comments and history​

The pricelist card may contain a comment feed:

  • add comments to record agreements and the source of prices;
  • view the date/time and author of comments.

Pricelist statuses​

A pricelist usually goes through two statuses:

  1. Draft — price values can be edited; the list of new pricelists is filtered to this status by default.
  2. Done — the pricelist is in effect; prices become a source for substitutions into purchase orders.

The transition to “Done” is performed via the “Mark as done” action on the pricelist card.

Importing prices from an external source​

If the vendor is configured with a pricelist import type (Pricelist import type), the pricelist card for this vendor shows an “Import” action:

  1. In settings, create/select a pricelist import type and define its script (for example, an XLSX/CSV parser or an external-API call).
  2. In the vendor card, set this import type.
  3. Create a pricelist for this vendor and click “Import” — the script populates the lines automatically.

The action appears only when an import script exists for the vendor’s import type; for a pricelist moved to “Done” (read-only) the action is disabled.

Importing a pricelist​

You can import pricelist lines from an external file using configurable import types.

Import types​

Open "Administration" → "Application" → "Options" and use the Pricelist import types block to manage import types. For each type you can specify:

  • Name — what users see when selecting the type;
  • Script — optional script executed by the generic import action;
  • Prompt — instructions sent to GPT on the "Import (GPT)" tab (filled with a sensible default via the Default action).

On the import type edit form you can also:

  • mark vendors for which this type should be used (the Vendors tab) — each vendor can have only one import type at a time;
  • mark the type as Default (switch) — this is the fallback used for vendors that do not have their own import type assigned.

Default import type​

If a pricelist's vendor has no import type assigned, the system uses the import type marked as Default on the import type edit form. The Import button on the pricelist card appears whenever an import type (vendor-specific or default) is available.

GPT-based import​

When the import type has a GPT Prompt defined, the Import (GPT) action is available on the pricelist. It:

  • sends the attached source file together with reference data (current vendor, other vendors, items, and previously used vendor names/SKUs) to OpenAI;
  • reads the returned JSON and creates pricelist lines;
  • stores the source file on the pricelist.

The default prompt instructs the model to include every line from the source file in the output, even when an item cannot be matched — in that case the item field is left empty while vendorReference, vendorName, and price are still filled. This way you do not lose lines that need manual item mapping after import.

Copying a pricelist​

If you need to quickly create a new pricelist based on a previous one (for example, for a new period), use copying:

  • a new pricelist is created;
  • header fields and lines are copied;
  • then you can update the validity period and adjust prices.