Pricing, discounts and approvals
How a line's price is worked out
When an order is saved, every line goes through the same steps:
| Condition | Effect | Example |
|---|---|---|
| Base price | Starting price per unit | 4.50 |
| Customer discount | Agreed discount for this customer | −5% |
| Volume discount | Discount for buying more | −3% for 50 or more |
| Promotion discount | Time-limited offer | −10% in November |
| Manual discount | Typed by the salesperson on the line | −15% |
| Surcharge | Extra charge before tax | +1.00 personalisation |
| Tax | Sales tax | +20% |
| Freight | Delivery charge for the order | +8.00 |
| Rounding | Small adjustment to round the total | +0.01 |
These rules come from your pricing setup, which is maintained by an administrator (see the Pricing guide for how they are chosen, with worked numbers). On the order page, expand a line's Breakdown to see exactly which applied. The header shows any Surcharge and Freight, then Subtotal, Tax and Order total.
Manual discounts and who must approve them
A manual discount is the Manual Discount % typed on a line. Depending on its size, someone senior must approve it before the order can be confirmed:
| Discount | Approval | Example |
|---|---|---|
| 0% to 10% | None | 8% loyalty discount |
| More than 10%, up to 25% | Manager | 15% contract discount on mugs |
| More than 25% | Director | 30% clearance |
Every manual discount needs an Override Reason, whatever its size.
Approve or reject
Where: open the order. A box at the top says it needs manager approval or director approval.
| Button | Who | You're asked | Result |
|---|---|---|---|
| Approve (Manager) | sales.pricing.manager-approve | "Approve this manual discount override?" | "Pricing override approved." The order can be confirmed. |
| Approve (Director) | sales.pricing.director-approve | "Approve this manual discount override?" | As above, for discounts over 25% |
| Reject | sales.pricing.reject | "Reason for rejecting this pricing override:" (required) | "Pricing override rejected." A red banner shows the reason. |
While approval is pending, Confirm isn't offered: "Sales order has pricing overrides pending approval".
Approval covers all the order's discounts at that level. An order with one 15% line and one 30% line needs both a manager approval and a director approval.
Example: Omar saved the Café Aroma order with 15% on the mugs. Nadia opens it, sees "manager approval", checks the reason, and selects Approve (Manager). The order can now be confirmed.
After a rejection
The banner says: "A manual discount override on this order was rejected: reason. Please correct the discount and resubmit."
- Select Edit on the order.
- Lower or remove the Manual Discount %, or update the Override Reason.
- Save Order. The approval check runs again on the new discount.
At the moment, a rejected discount does not stop the order being confirmed, and the discount stays on the line. Always edit the order and correct the discount first.