Set Up Expense Type Price Lists

For all expense types you can specify a price list, so that different prices take effect on specific dates.

A price list is not required. If the Price List Lines page for an expense type is empty, the Unit Amount on the respective Expense Type Card page is used. The Unit Amount is also used for any expenses that are dated before the earliest Starting Date on the Price List Lines page.

Create a price list

Before you can add a price list line for an expense type, the price list must be created. Each price list has a Status and Starting Date that are used for all price list lines. The Status and Starting Date determine whether the price list and price list line are activated. The Status field on the Price List page determines the Status that appears on the Price List Lines page. The Status field on the Price List Lines page for an expense type cannot be changed.

To avoid issues with cost calculations, on the Price List Lines page, when price lists are assigned to an expense type and two or more price lists have the same Starting Date, the following notification appears:

There are two or more lines with the same starting date.

To create a price list

1. Choose , enter price lists, and then choose the related link.

   The Price Lists page opens.

2. On the action bar, choose New.

   The Price List page opens.

3. Specify values for fields as required.

Add a price list line for an expense type

After a price list is created, you can add price list lines for an expense type from the price list or from the individual expense types.

A price list can only be attached once to an expense type. When a price list is activated, a validation is performed that checks for duplicate records. If a duplicate record is found, the record is removed.

To add a price list line from a price list

1. Choose , enter price lists, and then choose the related link.

   The Price Lists page opens.

2. Select the price list for which you want to add price list lines, and then on the action bar, choose Edit.

3. Ensure that the value of Status is Draft.

   If a dialog box appears that displays the following text, choose Yes:

   Do you want to update status to Draft?

4. For each price list line that you want to add, perform the following steps:

   1. On the Lines action bar, choose Manage > New Line.
      A new row appears.
   2. Specify values as required.
      

To add a price list line from an individual expense type

1. Choose , enter expense types, and then choose the related link.

   The Expense Types page opens.

2. Select the expense type for which you want to add a price list line, and then on the action bar, choose Prices > Price List.

   The Price List Lines page opens.

3. For each price list line that you want to add, perform the following steps:

   1. On the action bar, choose New.
      A new row appears.
   2. Specify values as required.
      

View a list of all expense types that are set up for a price list

On the Price Lists page, you can view all price lists that have been set up. From the Price Lists page, you can view a list of all expense types that are set up for a price list.

Note

Note:
Purchase price lists that are set up from a vendor do not appear on the Price Lists page.

To view a list of all expense types that are set up for a price list

1. Choose , enter price lists, and then choose the related link.

   The Price Lists page opens.

2. Select the price list for which you want to view a list of all expense types, and then on the action bar, choose View.

   The Price List page opens.

Edit a price list

As required, you can edit the general details for a price list as well as edit, create, and delete line information.

To edit a price list

1. Choose , enter price lists, and then choose the related link.

   The Price Lists page opens.

2. Select the price list that you want to edit, and then on the action bar, choose Edit.

   The Price List page opens.

3. On the General FastTab, update values for fields as required.

4. On the Lines FastTab, you can perform the following tasks:

   • To edit a line, update values for fields as required.

   • To create a line, perform the following steps:

     1. On the Lines action bar, choose Manage > New Line.
        A new row appears.
     2. Specify values for fields as required.

   • To delete a line, perform the following steps:

     1. On the Lines action bar, choose Manage > Delete Line.
        A dialog box appears and displays the following text:
        Go ahead and delete?
     2. To proceed with deleting the line, choose Yes.

Set up mileage rates

For expense claims with the Type of Distance, you can specify a second rate that takes effect when the Mileage Rate Threshold for the calendar year is reached. For example, there may be a legislative requirement that one rate be used for accumulated mileage below 5,000 and a higher rate be used when that threshold is reached.

Tip

Tip:
The Mileage Rate Threshold is set up on the Purchase & Payables Setup page.

To set up mileage rates

1. Choose , enter purchases & payables setup, and then choose the related link.

   The Purchase & Payables Setup page opens.

2. On the Expense Claims FastTab, in Mileage Rate Threshold specify the amount per specific user and calendar year at which there is to be a change in rates when this amount is reached. If this field is zero, the regular rate is applied.

3. Choose , enter expense types, and then choose the related link.

   The Expense Types page opens.

4. Select the expense type, for which you want to set up mileage rates, and then on the action bar, choose Prices > Price List.

   The Price List Lines page opens.

5. In Rate After Threshold, specify the rate that is to be used when the mileage threshold amount for the calendar year per employee is met.

Set up Price Calculation Setup

To ensure that the Unit Cost or Gross Direct Unit Cost is calculated on finance requests after prices are set up, the Price Calculation Setup page must be configured.

To configure the Price Calculation Setup page

1. Choose , enter price calculation setup, and then choose the related link.

   The Price Calculation Setup page opens.

2. For the following record, ensure that the Default checkbox is selected:

   Method	Type	Product Type	Exceptions	Implementation	Enabled	Default
   Nearest Date	Purchase	Expense Type	0	Business Central (Version 16.0)	Selected	Selected

See also

Set Up Requisition Management
Expense Claims
Update Expense Type Current Unit Amount
Mileage Calculations on Expense Claims

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