Setting Up Price Products and Changing Prices in Plus2

Problem

Site administrators need to create a price product (which tells the system what to charge), set its prices, and schedule single or global price changes.

Resolution

Create a price product

1. Open a new product

   • Go to Configuration > Financial > Products > Products and click New. To reuse a similar product, open it and copy it with File > Save As (Ctrl+A). A copied record won't save until you change its ID.

2. Enter the ID and description

   • ID: keep it short, using a readable pattern. For example ASUB1M0002 = all sites (A), subscription (SUB), one month (1M), second in the range (0002).
   • Description: free text. Subscription descriptions are limited to 25 characters. Only fill in the second-language field if you use one.

3. Set the product type and bookings resource

   • Product type: always Retail.
   • Bookings resource: No for a price product. (Standard or Density makes it a resource product; see Setting Up Resource Products, Calendars and Booking Sheets in Plus2.)

4. Set the department, calendar and other details

   • Department / cost centre: set this correctly on every product. It drives reporting and the finance extract.
   • Calendar: normally Standard (open almost 24 hours), so the product can be bought at any time. When an activity or class can be booked is controlled by the activity's own calendar.
   • Ticket (optional): attach a ticket to print one with a barcode when the product is sold.
   • Usage: how many people one sale represents, for reporting. Usually 1 (for example 4 for a family swim ticket for 2 adults and 2 children).
   • Site group: where it can be sold, for example All sites or one site.

5. Set the prices and save

   • On the Prices tab, set the price for each row (see below), then Save.

Set prices on the Prices tab

1. Complete each row

   • Each row is a time band plus a price level. For each row, tick Purchase allowed, enter the price (just type the number) and choose the tax code (for example 0% instead of 20%).

2. Apply one price to all (if applicable)

   • To give every price level the same price, enter it once and use Apply to all.

3. Untick price levels that mustn't buy it

   • For example infants or juniors who must be booked by an adult.

4. Allow a variable price (if applicable)

   • Tick Variable price only if staff should be able to change the price at the till.
   • Click the price level column heading to sort the rows and find the standard lines quickly.

Schedule a price change on one product

1. Add the new price with its date
   • Open the product, go to the Prices tab and add the new price with the date it applies from. Prices change at midnight, so for a 1 April change set 31 March. See Changing Prices for Products and Subscriptions in Plus2.

Change prices on many products at once (Global Price Changes)

Global Price Changes can be set up in advance and apply when the scheduled date arrives. They change prices only on the products you select when you set up the change.

1. Open Global price / tax change

   • Go to Configuration > Financial > Products > Global price / tax change.

2. Select the products

   • Select the products (for example all subscriptions, or one department). Only the products you select are changed.

3. Select the price levels and time bands

   • For example both standard and off-peak.

4. Enter the change and date

   • Enter the change as a percentage or an amount, choose the rounding, and set the date it applies. Tax rates can be changed in the same way.

Notes

• Before you start:
  • You need a Plus2 user group with access to Configuration > Financial.
  • Check you're on the right site. When you first log in you're on Head Office. Change site in Configuration > System > Sites.
  • Plus2 and Go Operator use the same database. A change in one appears in the other.
  • Try new configuration on your test system first (the second Plus2 icon on the virtual desktop is test; the first is live).
• One price product sits behind every class, activity, membership and till item.
• Membership (subscription) price products: tick only one price level. If several are ticked, Go can't decide which price to give a customer who joins online.
• If a product has separate peak and off-peak prices, don't use Apply to all on it: it overwrites both with one price.
• Setting departments first makes global price changes easier to select.
• Time bands can't be deleted once a product using them has been sold. Avoid creating extra bands.
• Annual price increases: creating new subscriptions every year (for example suffixed "25") means rebuilding every subscription and its Go mapping. A Global Price Change on the existing subscriptions is far less work, if your policy lets everyone move to the new price.
• Restrictions tab: only holders of a listed subscription can buy the product (for example a gym induction subscription before gym sessions). This works in Plus2 and Gladstone360, but restrictions on price products don't work on Go.
• Price level overrides give members a different price automatically. See Price Level Override (PLO).
• Plus2 won't delete configuration that's in use.
• Search tip: type *swim to find anything with "swim" anywhere in the description. Without the *, only descriptions starting with "swim" are found.
• Press F1 (or Help) for the searchable Plus2 manual, for example search "global" for global price changes.
• Troubleshooting:
  • Some DD members still pay the old price after a price increase: members brought across in a data migration were given a fixed price to match their old system, and a fixed price ignores price changes. Remove the fixed price or discount from the subscription. The new price shows on screen once the subscription rolls forward.
  • A DD member wasn't collected or their membership didn't roll: their price level (for example after an age change) isn't ticked Purchase allowed on the price product behind the subscription. Tick Purchase allowed for that price level.
  • Online joiners get the wrong membership price: more than one price level is ticked on the membership price product. Tick only one price level.
  • A copied product won't save: the ID is the same as the original. Change the ID.
  • A new activity charges £0: the activity has no price product. Add one; see Creating a Bookable Activity in Plus2.
• When to contact Gladstone support (raise a support case):
  • You need price levels ticked, or tax codes changed, on many products in bulk. Gladstone can do this for you: raise a case with the products and price levels involved.
  • A price change hasn't applied after the subscription has rolled forward. Include an example member, the subscription and the product ID.
• Related: Setting Up Price Products in Plus2; Configuring a Subscription in Plus2.

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