A "linked price list" is a price list that is linked to other elements in SAP Business One, such as articles or Parts lists, is directly referenced. Its main function is to protect data integrity: the system prevents you from deleting such a price list as long as other data is still accessing it. Imagine it like a table of contents (price list) that is cited in many books (articles, bills of materials). If you were to delete the table of contents, the books would no longer be able to find their references – SAP Business One protects you from exactly this by setting up a deletion lock.
Step-by-step guide to understanding linked price lists:
To understand what a linked price list does, let's look at where and how such links typically arise and why they are important:
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In the item master (Your Products and Services):
- This is how it's linked: Everyone article can be assigned to one or more price lists, which define its standard prices. When you create or edit an item, you select which price list(s) should apply to it.
- Why it's important: This link is the basis for price formation in sales documents. When you select an item in a quotation or order, SAP Business One automatically suggests the price from the linked price list that is relevant for the respective business partner or document.
- Menu path: You will find this assignment in the article master data window under
Module > Inventory Management > Item Master Data. In the "Sales Data" or "Purchase Data" tab, you can see the price list assignment.
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In bills of materials (your finished products and their components):
- This is how it's linked: As described in the FAQ "What is the dependency between bills of materials and the deletion of price lists?" (Score: 90.46), price lists can be directly linked to bills of materials (
Module > Production > Bills of Materials) to be connected. This applies to both the bill of materials header (for the finished product) and individual components in the lines. - Why it's important: This link is crucial for the correct calculation of manufacturing costs and the selling prices of the finished product. It ensures that the prices of the components used are always up-to-date and traceable. Without this reference, cost calculation would be inaccurate.
- What it does: If a price list is linked to a Bill of Materials in this way, it cannot be deleted. SAP Business One protects your data integrity here. You will receive a message and must manually change or remove the link in the Bill of Materials first before you can delete the price list.
- This is how it's linked: As described in the FAQ "What is the dependency between bills of materials and the deletion of price lists?" (Score: 90.46), price lists can be directly linked to bills of materials (
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With business partners (your customers and suppliers):
- This is how it's linked: Each customer and supplier can be assigned a standard price list.
- Why it's important: This determines which prices will apply by default for this specific business partner when you create sales or purchase documents. It is a quick and efficient way to control customer-specific prices before special discounts or special prices are applied.
- Menu path: You will find this setting in the business partner master data under
Module > Business Partner > Business Partner Master Data. In the "Payment terms" tab, you will find the "Price list" field.
Pro tip: To efficiently update prices in your linked price lists without having to edit each bill of materials or item individually, use the "Update prices for parent items globally" assistant under Module > Stock Management > Price Lists. This helps you keep the cost allocation and pricing of your products up to date!
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