Services & Price Items Overview

• The setup of the Services that you sell (e.g. courses, accommodation, transfers, exams and sundries) is done using a combination of:

  • Services

  • PriceItems

  • Pricelist Groups

  • Pricelists

  • Prices

• These need to be configured before the Service can be booked and then maintained whenever service details or prices are updated.

• User access to Service, PriceItem, Pricelist and Pricelist group are via Tabs for non System Administrators (either at the top of the screen or via the '+' link), or the System Objects Tab for System Administrators.

  • It is recommended that Price records are maintained by editing the PriceItem record.

Service

• A service describes the item which is booked for a student in the enrolment screen. There are different types of Services, such as Course, Accommodation, Transfer, Exam, Insurance and Sundry.

PriceItem

• A Priceitem is linked to a service record and controls the finance attributes such as nominal posting accounts, rounding rules and links together Price records.

Price

• A Price defines in units how much a priceitem and therefore service is sold for. e.g. 4 weeks at £250 per week (Units are Week, Day, Night, Each, Qty(Each), Month).

• Pricelists can be set to default to School or can also be linked to Agent or Company Accounts, or Promotion Codes to automate pricing.

Pricelist Group

• A price list group organises (date based) price lists together (typically for geographic region).  E.g. Standard, EMEA etc. 

• Pricelist Groups can be set to default to School or can also be linked to Agent or Company accounts, or Promotion Codes to automate pricing.

Pricelist

• A price list organises prices by period – typically an annual pricelist e.g. Standard 2023, Standard 2024, Standard 2025, or EMEA 2023, EMEA 2024, EMEA 2025.

Summary

• We create bookings which are defined by services. The price that a service is sold for comes via a price record linked to a priceitem which is linked to the service.  To facilitate different pricing regimes, we organise prices into pricelists.  And to organise the transition from one pricelist to another, we organise pricelists into pricelist groups.  (or -  Booking <—> Service <—> PriceItem <—> Price (via Pricelist and Pricelist Group).

• The following is a diagram showing the relationships. The orange lines show the flow of data based on the booking and the records the booking process references to generate the invoice line items.

• Your system will already have a range of Services and PriceItems already configured.

• The easiest way to add a new Service is to find an existing Service that is similar to the new Service and use the Copy Service function. This will copy the Service, PriceItem, Prices and other configuration, greatly reducing the amount of time that is needed to configure a new Service. You can find instructions on how to do this here.