Parts Pricing Options in Evolution

Overview

Evolution provides several layers of parts pricing so your dealership can maintain standard pricing while supporting customer-specific agreements.

Parts pricing is configured in two stages:

1. Create the available pricing levels through the part and its Parts Group.
2. Choose which pricing applies to a customer through the customer’s Parts settings.

When a part is added to a work order, Evolution evaluates the applicable customer pricing and uses the corresponding calculated price.

1. Supplied Pricing

Supplied Pricing contains the base values stored on the part record. Common supplied values include:

• Cost
• List
• Discount
• Warranty

These values may be entered manually or updated from an OEM or supplier price file. They provide the starting point for calculating the part’s Real Pricing.

2. Real Pricing

Real Pricing contains the calculated pricing levels available for use when selling a part:

• Real Cost
• Real Discount
• Real List
• Real Internal
• Real Warranty
• Real Wholesale

Each Parts Group defines:

• The supplied price used as the calculation base
• The markup percentage applied to that base

Example

If a Parts Group defines Real List as Cost plus 60%:

• Supplied Cost: $100.00
• Markup: 60%
• Real List: $160.00

Different Real Pricing levels can reference different supplied values. For example, Real Warranty could be calculated from supplied Warranty while Real List is calculated from supplied Cost.

Configure Parts Group Pricing

1. Go to General > Parts.
2. Select Setup.
3. Select the applicable Parts Group.
4. Locate the Markups section.
5. For each Real Pricing level:
   • Select the supplied price to use as the base.
   • Enter the applicable markup percentage.
6. Select Update to save.

Important: Changes to a Parts Group’s markup setup can affect every part assigned to that group.

See Set Up Pricing Markups for a Parts Group.

3. Customer Pricing Options

Customer-specific parts pricing is maintained from:

Accounting > Customers > Edit > Parts

Evolution provides the following options.

General Parts Rate

The General Parts Rate is the customer’s default pricing rule. It applies when no more specific pricing exception exists.

Select:

• A pricing level, such as List, Discount, Wholesale, or another available level
• The percentage of that calculated price the customer will pay

For example:

• General Parts Rate: List
• Percentage: 95
• Real List: $100.00
• Customer price: $95.00

A percentage of 95 means the customer pays 95% of the selected price, which represents a 5% discount.

Use this option when a customer receives the same general pricing treatment across most or all parts.

Parts Group Exception

A Parts Group Exception assigns a different pricing rule to one Parts Group for a particular customer.

For example:

• General customer pricing: 100% of Real List
• Battery Parts Group exception: 90% of Real List

The customer would pay the normal List price for most parts but receive a 10% discount on parts in the Battery group.

Configure a Parts Group Exception

1. Open the customer record.
2. Select Edit.
3. Open the Parts tab.
4. Select a Parts Group under Parts Group Exceptions.
5. Select the pricing method or level.
6. Enter the percentage the customer will pay.
7. Save the customer.

A Parts Group Exception takes priority over the customer’s General Parts Rate.

Parts Price Exception

A Parts Price Exception establishes a fixed selling price for a specific part and customer.

Configure a Parts Price Exception

1. Open the customer record.
2. Select Edit.
3. Open the Parts tab.
4. Enter the part number under Parts Price Exceptions.
5. Enter the agreed amount in Sell Each.
6. Enter an expiration date, if applicable.
7. Save the customer.

Use this option for:

• Contract pricing
• Negotiated prices
• Promotional prices
• Customer-specific quotes
• Temporary price agreements

A valid Parts Price Exception takes priority over both the Parts Group Exception and General Parts Rate. Once an exception expires, Evolution returns to the next applicable pricing rule.

National Account Pricing

Special national-account pricing is available for supported Crown price-file configurations. Depending on the Parts Group and imported pricing data, the available options may include:

• National List
• Walmart Pricing
• Target Pricing

These options should only be used when the Parts Group is associated with the applicable Crown price-file pricing structure.

4. Pricing Priority

When more than one pricing option is configured, Evolution generally uses the most specific applicable rule:

1. Specific Parts Price Exception
2. Parts Group Exception or applicable national-account pricing
3. General Parts Rate
4.  The selected Real Pricing value calculated from the part and Parts Group 

Example

Assume a customer has:

• General Parts Rate: 100% of Real List
• Filters Parts Group exception: 90% of Real List
• Part FILTER-100 price exception: $42.00

5. Bill-To and Ship-To Pricing

Customer structure can affect which customer’s pricing rules are used.

The Bill-To Over-Rides Ship To Rates option determines whether work orders opened for a Ship-To customer use the pricing associated with the Bill-To customer instead.

When reviewing an unexpected price, confirm:

• The Bill-To customer on the work order
• The Ship-To customer on the work order
• Whether Bill-To Over-Rides Ship To Rates is enabled
• Which customer record contains the pricing agreement

6. Price Files and Repricing

Price files are used to update the supplied cost, list, and related information received from an OEM or supplier. Loading a price file alone does not immediately update the active part records.

The normal process is:

1. Load the supplier price file.
2. Associate the supplier with the appropriate Parts Groups.
3. Run Reprice Inventory.
4. Verify the updated supplied and Real Pricing on sample parts.

The path is:

General > Parts > Price Files

Parts Group reprice settings can determine whether cost, list, or both are updated.

Important: Repricing updates qualifying part records, but parts already placed on open work orders are not automatically repriced. Refresh or reselect the part line if the new pricing should apply.

See How to Load and Apply a Price File in Evolution.

7. Pricing Overrides on Work Orders

If a department permits parts pricing overrides, an authorized user may be able to change the selling price on a work-order part line.

A manual line override should be used carefully because it can replace the price produced by the customer pricing setup. If users cannot edit the price, review the department’s Allow Parts Pricing Override setting and the user’s permissions.

8. Display Options

The customer’s Parts tab also includes invoice display options:

• Suppress Parts Pricing — hides individual parts prices on the printed invoice without changing the amount billed.
• Suppress Parts List Pricing — prevents list pricing from appearing.
• Show Alias Part # — displays the applicable alias part number.

These settings control presentation only; they do not determine the calculated selling price.

Troubleshooting an Unexpected Parts Price

Use this checklist when a customer receives an unexpected price:

1. Confirm the correct customer, Bill-To, and Ship-To accounts are on the document.
2. Check for an active, unexpired Parts Price Exception.
3. Check for a Parts Group Exception.
4. Review the customer’s General Parts Rate and percentage.
5. Confirm the part belongs to the expected Parts Group.
6. Review the Parts Group’s Real Pricing base fields and markup percentages.
7. Confirm the supplied Cost, List, Discount, and Warranty values on the part.
8. Determine whether a recent price file was loaded and repricing was completed.
9. If the part was already on an open work order, refresh or reselect the line.
10. Check whether a user manually overrode the work-order sell price.