# Setting Up Price Products and Changing Prices in Plus2

HTML version: [Setting Up Price Products and Changing Prices in Plus2](https://support.gladstonesoftware.cloud/plus2/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](setting-up-resource-products-calendars-and-booking-sheets-in-plus2.md).)

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](changing-prices-for-products-and-subscriptions-in-plus2.md).

### 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)](price-level-override-plo.md).
- 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](creating-a-bookable-activity-in-plus2.md).
- **When to contact Gladstone support** ([raise a support case](../guides/raising-a-support-case.md)):
  - 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](setting-up-price-products-in-plus2.md); [Configuring a Subscription in Plus2](configuring-a-subscription-in-plus2.md).