Recording a Rate You Agreed

Before you startCopy Anchor Link

You need Manage agreements. Without it, the New Agreement button is not on the screen.

StepsCopy Anchor Link

1. Go to Purchases → Agreed Prices.
2. Click New Agreement.
3. Supplier — click the box and pick the supplier from the drawer.
4. Item — same again, one item per agreement.
5. Unit the rate is agreed in — this fills in with the item's usual purchase unit. Change it if you agreed the rate per case rather than per piece.
6. Rate — the figure from their email or quote. Type it exactly as they gave it to you.
7. Tax basis — Includes tax or Excludes tax. Leave it on Includes tax if you negotiated an all-in number, which most suppliers quote.
8. Valid from — today by default. Set it forward for a rate that starts next month.
9. Valid to — leave it empty for a rate that holds until you change it.
10. Notes — what was agreed and with whom. This is the thing you will want to read back in six months.
11. The amber bar at the top of the screen reads Save agreement. Click it.

You land on the agreement's own page, showing the rate, its validity, and every rate that came before it on this pairing.

The panel on the right is worth reading firstCopy Anchor Link

Before you save, What We Know fills in as soon as you have picked a supplier and an item:

• Rate today — what the console would use for this pairing right now, and where that came from. If it already says 100 and you are about to type 100, you do not need this agreement.
• What you actually paid — the last five rates from your own purchase documents, with the document number. No price list, nobody maintaining it.

The unit is part of the rateCopy Anchor Link

A rate agreed per case is held per case, and it is never divided down to a piece. If a purchase-order line is keyed in pieces, the console says nothing rather than comparing the two — a made-up comparison would teach you to ignore every real warning that came after it.

What you cannot do yet, and whyCopy Anchor Link

• Quantity breaks ("cheaper over 50 cases") are refused. Whether a break applies to the whole order or only the units above the threshold changes what your historical costs mean, and that has not been settled. Better to have no breaks than breaks that mean something different next year.
• A whole category instead of one item — not yet.
• A rate keyed to a customer — the console holds these and they price your sales quotations, but there is no screen to author one yet.
• Another currency — agreed rates are held in your own currency and never converted.

If the save is refusedCopy Anchor Link

• "There is already a live rate covering these dates…" — you already have one for this supplier, item and unit. Revise that rate instead. Two live rates on the same day would make the price unpredictable.
• "The end date is before the start date" — move one of the two dates.
• "A rate has to be more than zero" — a free line is not a price. See the FAQ.