Price lists
A price-list entry is one price for one SKU or service at one store, valid for a period of time. Orders take the price of the entry in force at the moment that counts: when a purchase order line is created, or when a refuel took place. The Price Lists screen separates entries that are still relevant from those that have ended.
Overview#
Each merchant prices its catalog store by store. A price-list entry names a store, either a SKU or a service, a unit price and the period in which the price applies. A store can hold many entries for the same SKU over time; the one with the latest start date that covers a given moment is the price at that moment. Merchants manage entries on the Price Lists screen, which opens on the Active tab and keeps ended entries under Expired. A store needs a current price before fleets can see it and order from it. Stores of PVoil Easy and Petrolimex merchants are the exception: they price refuels from the integration or government price, with no price list. See Which stores tenants and drivers can see.
Fields#
New entries are created with Add prices, reached from Add price lists on the Price Lists screen; see Add prices for many stores at once. The table below follows the edit form of a single entry.
| Field (form label) | What it holds | Rules |
|---|---|---|
| Store | The store the price applies at | Required. Merchant users pick from their own active stores; on edit, the entry's current store stays selectable even if it has since been deactivated |
| Service or SKU | What is priced | Exactly one of the two. The SKU must belong to the store's merchant, and so must the service unless it is a platform-wide service. Clear service/SKU empties both in one click |
| Unit price | The price per unit of the SKU or service | Required, up to 4 decimal places; whole numbers can be typed directly. Shown without trailing zeros, also in the edit form |
| Price includes VAT | Whether the unit price already contains VAT | Set per entry, off unless ticked. Add prices ticks it in advance only for fuel lines that start from the government price. How it changes order totals is on VAT rates and VAT-inclusive prices |
| Effective from | When the price starts | Required, to the minute |
| Effective to | When the price ends | Optional. Blank means open-ended |
| Description | A free-text note | Optional |
| Currency | The currency of the unit price | Not entered. Set when an entry is created or saved from its edit form, from the country of the store's merchant, or VND when that country has no currency. Shown before the price on the list and detail pages |
When Add prices creates entries for several stores at once, each entry takes the currency of its own store's merchant.
Statuses#
An entry has no stored status. Where it sits is worked out from its dates each time the screen loads.
| Shown as | Condition | Where it appears |
|---|---|---|
| Active | No end date, or the end date has not passed | Active tab |
| Active, badged Scheduled | As Active, and the start date is still in the future | Active tab only, never Expired |
| Expired | The end date has passed | Expired tab |
Future prices sit with the active ones because they still need managing and correcting.
Active is not the same as in force. An entry is in force at a moment when its start is at or before that moment and its end, if any, is at or after it. The Active tab can therefore list, for the same SKU and store, an older open-ended entry and a newer one that has replaced it; only the newer one is used. To retire a price on purpose, set its Effective to; see Find, edit and retire price list entries.
Rules#
How a price is resolved#
- The price of a SKU at a store at a given moment is the entry in force at that moment with the latest Effective from. Expired and scheduled entries are never used.
- A purchase order line is priced at the moment it is created; a refuel order is priced at the time of the refuel, also when it is edited later.
- When two entries in force share the same start, the one created last wins.
- A deleted entry is never used. Deactivated SKUs and stores are not offered on new orders, so their entries price nothing new.
- Service entries are shown and kept, but a service is never added to an order as a line, so its price is not used for order lines.
- A purchase order line stores the price it was created with. If the price changes before the order is confirmed, the order shows the change and must be refreshed; see Purchase order pricing.
Scope and editing#
- Merchant users see and manage only their own merchant's entries.
- The SKU picker lists only the store's merchant's active SKUs, plus the entry's current SKU if it has since been deactivated, so an old entry can still be saved.
- Changing the store on an entry re-scopes the SKU picker to the new store's merchant.
- Delete removes the entry from every list and from pricing, and records the deletion in the audit trail.
- Creates and edits appear in the entry's Audit logs. Deletions are recorded in the audit trail.
The Price Lists screen#
The list shows #, Service / SKU with a Service or SKU-type chip, Unit price, VAT %, Effective, Store and Actions, newest entry first.
- VAT % is the SKU's VAT rate today, and a dash for a service entry. For a fuel SKU it is the platform's current fuel VAT rate, or the SKU's own rate when no fuel VAT rate covers today. See VAT rates and VAT-inclusive prices.
- Filters: SKU (name or code), Service (name or code) and Store (store or merchant name). Advanced filters adds ID, Effective from (≥), Effective to (≤), Unit price from (≥) and Unit price to (≤).
- Effective to (≤) keeps only entries that have an end date; open-ended entries drop out.
- Filters, paging and the Excel export all apply within the selected tab, and the export carries the same VAT % column.
- Selecting rows opens a bar that sets Unit price, Effective from and/or Effective to on all of them at once; blank fields are left unchanged.
The detail page shows Store, Service or SKU, Unit price, Effective from, Effective to and Description.
From the store page#
A store's detail page has a Price list card listing its Active-tab entries by SKU name, with Unit, Unit price and Currency; expired entries are left out. Once the store's prices are confirmed, Edit prices opens the Price Lists screen filtered to exactly that store. With no entries yet, an active store offers Add prices ->, which opens Add prices with the store already chosen. Before confirmation the card offers Review & Confirm Prices instead; see Review and confirm a store's fuel prices.
Permissions#
| Role | Sees | Add, edit, delete, bulk update |
|---|---|---|
| Merchant Owner, Merchant Admin | Own merchant's entries | Yes |
| Merchant Supervisor, Merchant Accountant | Own merchant's entries | No |
| Platform Operator | Every merchant's entries | No |
| Tenant roles | No Price Lists screen: the sidebar hides it and the pages refuse access. A visible store's active prices show on its store page | No |
On the store page, Edit prices needs the right to change prices and Add prices -> the right to add them; both are therefore shown to Merchant Owner and Merchant Admin only.
Edge cases#
- Two current entries for one SKU. Nothing stops two overlapping entries for the same SKU and store. The later start wins, then the later-created entry.
- Currency on edit. Saving the edit form re-derives the currency from the store's merchant. Merchant users can pick only their own stores, so their currency does not change. A platform operator who moves an entry to another country's merchant (with that merchant's SKU) changes its currency, but the unit price is not converted.
- Fuel with no entry in the mobile apps. When a fuel SKU has no price in force at a store, the mobile price lookup falls back to the government fuel price. See Government fuel prices.