Adding New Price List Customers (when using Barn2 Plugin)

Adding New Price List Customers (when using Barn2 Plugin)

Introduction

Woosage supports the application of Customer and Special Price Lists to customer roles in WooCommerce.

Each Customer Price List is mapped to a website role that will apply the relevant prices to customers with a role using a 3rd party Role Based Pricing plugin and this article explains how to create new customers with role based prices linked to Sage price lists or special prices, for Woosage customers using the Barn2 WooCommerce Wholesale Pro plugin. 

The setup instruction for this plugin are only intended to cover the role based pricing features and not the broader features of the Barn2 Wholesale Pro plugin.

Customer Price Lists and Special Prices in Sage are variations to a product Selling Price, with Customer Price Lists normally applying to groups of customers and Special Prices apply to individual customers.  The way we implement this in Woosage is to create price lists for customers by combining any Customer Price List they are on with any Special Prices that they have.  If a customer is on a Customer Price List, but doesn't have any Special Prices then their prices list name and associated role on the website will be the name of the price list in Sage.  If the customer has any special prices, regardless of whether they are on a Customer Price List, then their price list name and associated role will be their Sage customer account code.  This is referred to as the Price Reference.

Woosage does not support Customer Price Lists that have the same name as any customer account code and Customers with Special Prices must have a website role named as their Sage customer account code. If any Customer Price List has the same name as a customer account code then the procedure described here must be carried out.

Adding a New Customer

Having setup a new customer account in Sage and assigned a Customer Price List and/or given them some Special Prices, you will need to add the customer to the website and the first step is to create their role (if not already created).

A role is a label applied to a set of capabilities or privileges, which can then by assign to a user, so the first thing to do is create the role by going to WooCommerce>Settings>Wholesale>Roles and click Add New, which will display the following:



Then enter the role name in Display Name and tick the checkbox Product Specific Pricing.  The checkbox enables specific role based prices for the role on all products, as shown below, and these prices are populated by Woosage from the Sage Price List with the same name as the Role (or teh Sage account name, if it is a Special Price).
Role names must match the Sage names, with the Special Price List name being the customers Sage account code. Alos Sage account codes and customer price list names will always be in capital letters, so ensure the are entered in the Display Name field as capitals.

Note: Unticking the Product Specific Pricing checkbox will hide the price in from the product but it will continue to be updated by Woosage.


Note there is a WSALE role that is the default wholesale role created by the plugin, which cannot be removed. Internally, this is represented as wcwp_wholesale.
IMPORTANT! The plugin only shows the Display Name of the role in the settings, which matches the internal role with a prefix of "wcwp_" when first created and Woosage uses this to assign prices.  However, if you edit the role only the Display Name is can be changed, so you must delete the role and add it with the new name to ensure that the role name matches the price list.

Replacing Customer Accounts that use a Customer Account Code as a Name

For any Customer Price List that has the same name as a Customer Account Code, execute the following steps for each Customer Price List in Sage. You may first need to run a report to show teh customer accounts that are using the offending Customer Price Lists.

Select Customers in the left-hand menu in Sage

Click Price Lists in the ribbon bar at the top of the screen and the Customer Price Lists will appear in a popup window (the Price Lists window).

Select the price list for the Customer Price List to be changed

Click the Copy icon at the top of the popup window. This will open another popup window.

Enter a unique name. This must not be one of the customer account names. Update the description, if required.

Click the Save button in the bottom right-hand corner of the popup window, then click Close to close the Copy Price List window.

In the Price List Window, select the old price list and click the Delete icon from the top of the window.

Another popup window will open, warning you that you are about to permanently delete a price list. Click Yes to confirm.

In the Price List window, click Close to close it

From the Customer view, select the first customer account that uses the old Customer Price List and open the customer record (double click or select Edit from the top ribbon bar. The Customer Record will open in a popup window.

Select Defaults from the left-hand menu of the popup window.

Using the dropdown next to Price List select the new Price List.

Click the Save button, followed by the Close button to close the Customer Record window.

If there is more than one customer using the old price list repeat, then steps 10 to 13 with the next customer account code.


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