How To: Lock Prices in Sales Orders
Table Of Contents
By default, Khaos Control can recalculate sales order prices whenever changes are made to an order. This ensures pricing remains up to date but may not be suitable in situations where the selling price has already been agreed with the customer.
For example, if a customer pays a deposit and the final price has been agreed, you may not want pricing changes, promotional updates or discount adjustments to affect the order.
To address this, Khaos Control allows sales order prices to be locked. Prices can be locked:
- Automatically across the entire system.
- Automatically on imported website orders.
- Manually on individual sales orders.
Once prices are locked, the prices, discounts and tax rates on the sales order remain unchanged unless the order is deliberately unlocked.
Where Price Locking Is Controlled
Price locking is configured in two areas:
Automatically Lock Sales Order Prices
The following options are available in:
Note: When either option is enabled, prices are locked when the sales order is saved. For imported orders, prices are locked at the point of import.Once prices are locked, the Price From field on the sales order displays: Price Locked
Lock Sales Order Prices
Default: Off
When enabled, all manually created sales orders will have their prices locked automatically when the order is saved.
This means:
- Item prices cannot be automatically recalculated.
- Discount rates are locked.
- Tax rates are locked.
- The agreed selling value of the order is protected.
Note: If a sales order is copied to another customer, the locked prices and any associated keycodes are copied to the new order.
Lock XML Import Sales Order Prices
Default: Off
When enabled, prices are automatically locked on sales orders imported into Khaos Control.
This is commonly used for:
- Website orders
- Marketplace orders
- XML-integrated order sources
The prices imported with the order remain fixed once the import is complete.
Lock Prices on an Individual Sales Order
The Lock Prices checkbox on the:
tab controls price locking for a specific sales order.
How It Works
If system-wide locking is enabled:
- Create the sales order as normal.
- Add products, discounts and payments.
- Save the sales order.
Once saved:
- Product prices are locked.
- Discount percentages are locked.
- Tax rates are locked.
The sales order will continue to use those values even if:
- Stock selling prices change.
- Promotions are added or removed.
- Customer pricing structures change.
- Discount settings are updated.
- VAT rates change.
Unlocking a Sales Order
If changes are required:
- Open the sales order.
- Enter edit mode.
- Open the [ Sales Order | Detail | Additional ] tab.
- Untick Lock Prices.
- Save the sales order.
Once unlocked, pricing fields become editable and Khaos Control can recalculate the order using current pricing information.
Important Notes
Unlocking May Recalculate Prices
If a locked sales order is reopened and the prices are subsequently unlocked, Khaos Control will recalculate the order when it is next saved.
This means the order may be updated to reflect current:
- Stock prices
- Promotional prices
- Discount percentages
- VAT rates
- Other pricing-related changes
As a result, the order value may differ from the original agreement.
Delivery Charges Are Not Locked
The Lock Prices option applies only to stock item pricing.
It does not lock delivery charges.
This means actions such as:
- Applying a keycode
- Changing a delivery method
- Updating delivery pricing rules
may still cause the order total to change.
Benefits of Price Locking
Price locking is particularly useful when:
- Taking deposits for future deliveries.
- Working with agreed quotations.
- Processing made-to-order products.
- Managing website orders where pricing must remain fixed.
- Protecting orders from future pricing changes.
By locking prices, you can ensure the customer pays the agreed amount while maintaining consistent and accurate order values throughout the sales process.