Pricing
A product's price is a starting point, not a fixed rule. It fills in an order or invoice line, where you can still change it. This page covers the Price section of the product form: the main price, net or gross, the default VAT rate, VAT rates for other EU countries, and prices in other currencies.
Where to find it: Catalog → Products → Product list, open a product, click Edit, then the Price & stock step. On a new product (Catalog → Products → New product / set) it is the same step.
When you'll use it
- You set the price of a new product.
- You change a price, or switch it between net and gross.
- You sell in a second currency and want a fixed price for it instead of a conversion.
- You sell to consumers in other EU countries and a product has a reduced VAT rate there.
- An order line arrived with the wrong VAT rate or with no price, and you want to know why.
Key concepts
- Main price — Currency plus Sale price (standard). Every product has one.
- Net or gross — one switch per product says whether the amounts you typed are net or gross. It applies to the main price and to the prices in other currencies.
- Default VAT rate (%) — the rate suggested for this product on orders and invoices. You can always change it on the document.
- VAT rates in other EU countries for OSS — optional rates used on invoices under the One-Stop Shop (OSS) procedure, when the buyer's country has a different rate for this product.
- Prices in other currencies — a separate amount, set by you, for each extra currency. Complaia does not convert the main price into other currencies.
- Past documents keep their prices. Changing a product's price does not change orders or invoices that already exist.
How the price reaches an invoice
Most invoices are created from an order and take over the order's lines. The price on the invoice is therefore the price on the order. The product's price is used directly only when you add the product to an invoice by hand.
The screen
The Price section is at the top of the Price & stock step.
| Field | What it means | Rules |
|---|---|---|
| Currency (required) | The product's main currency. | Starts as your company's base currency. |
| Sale price (standard) | The amount, with Net and Gross buttons next to it. | Cannot be empty; zero is allowed. Two decimal places. No negative amounts. |
| Default VAT rate (%) | The suggested rate. | Optional. 0 to 100, at most two decimal places. A comma and a dot both work (8,5 or 8.5). |
| VAT rates in other EU countries for OSS | One row per country: the country and the rate. | Optional. Shown only in some companies. See OSS rates. |
| Prices in other currencies | One row per extra currency: the currency and the amount. | Each currency once, and never the main currency. |
| Estimated cost of the set | Sets only. Read-only. | See Set cost. |
Under the price field the form reminds you that the price can be changed on orders and invoices.
The whole section is shown only if you have the Products: Price editing permission.
📷 Screenshot to add: the Price section with one extra currency row and the Net / Gross switch.
Net or gross?
Click Net or Gross to say which one you typed. A new product starts on Gross. An existing product keeps what was saved.
When you add a product to an order:
- A product priced Gross arrives as a gross line. The gross price stays exactly as on the product, and the net amount is worked out from the line's VAT rate.
- A product priced Net arrives as a net line. The gross amount is worked out from the VAT rate.
Choose whichever suits your business, and use it for all your products.
Default VAT rate
On a new product, Complaia fills in the rate for you and highlights the field with a note:
- the rate comes from your default sales entity, or
- no default entity rate was found, so your country's standard rate is used.
The highlight disappears as soon as you type in the field.
If you leave the field empty, the document decides:
| Document | Rate used for the line |
|---|---|
| Invoice | The seller entity's default rate, or the standard rate of the seller's country. |
| Order | Your company's default rate, found in the same way. If Complaia cannot find one, the rate stays empty and you fill it in by hand. |
An empty rate is not a zero rate
If a product's correct rate is 0%, type 0 in Default VAT rate (%). An empty field means "use the company's default rate", not "zero".
VAT rates in other EU countries for OSS
The One-Stop Shop (OSS) is the EU procedure for VAT on sales to consumers in other EU countries. An OSS invoice uses the VAT rate of the buyer's country. By default that is the country's standard rate. Use this field when a product has a different rate in a country, for example a reduced one.
The field is shown when one of your sales entities is a Polish company registered for OSS. It is also shown on any product that already has entries, so you can always see and remove them.
- Add country adds a row. Choose the Country, then type the rate.
- Under each row, the rates that apply in that country today are offered as buttons. Click one to use it.
- You may type a rate that is not in the country's table. A note under the row then tells you what kind of rate the OSS invoice will show.
- A row without a rate is not saved. A note under the row reminds you.
- The bin button removes the row.
Complaia never picks a reduced rate from the product name. Whether a product qualifies for a reduced rate is your decision. See OSS returns.
Prices in other currencies
Use this when you sell in more than one currency and want to set each price yourself.
- Add currency adds a row. The button is unavailable while a row without a currency is open.
- The star button swaps a row with the main currency. That currency becomes the main one, and the previous main currency moves into the row. Each amount stays with its currency.
- The bin button removes the row.
Which price gets used
When a product is added to an order or invoice in a given currency:
- If it is the product's main currency, the Sale price (standard) is used.
- Otherwise, the amount from Prices in other currencies for that currency is used.
- If there is no entry for that currency, the line arrives without a price, and you fill it in by hand.
Set cost
A Product set shows Estimated cost of the set: the sum of the sale prices of the products in the set, each multiplied by its quantity. The amount changes when the set's contents change. It helps you price the set, but it is not the set's sale price. You type the sale price as on any other product.
If some products in the set have no price, or are priced in another currency, the amount is marked as incomplete and the note says how many such products there are.
Common tasks
Set or change a price
- Open the product, click Edit and go to Price & stock.
- Choose the Currency.
- Type the Sale price (standard) and click Net or Gross.
- Check the Default VAT rate (%).
- Click Save in the bar at the bottom.
Add a price in another currency
- On Price & stock, under Prices in other currencies, click Add currency.
- Choose the currency and type the amount.
- Click Save.
Change the main currency
If the new main currency already has a row under Prices in other currencies:
- Click the star on that row. The two currencies swap places together with their amounts.
- Click Save.
Otherwise:
- Choose the new Currency and type the new price.
- Click Save.
Set a reduced rate for another EU country
- On Price & stock, under VAT rates in other EU countries for OSS, click Add country.
- Choose the Country.
- Click one of the suggested rates, or type the rate.
- Click Save.
Update many prices at once
- Prepare a file with each product's SKU (stock keeping unit) and the price columns.
- Import it as an update. See Update existing products. Only the columns in the file are changed.
When it doesn't work
| What you see | Why | What to do |
|---|---|---|
| There is no Price section in the form. | Your role may not change prices. | Ask for the Products: Price editing permission. |
| Enter the sale price. | The price field is empty. | Type a price; 0 is accepted. |
| Price in another currency: pick a currency for the amount you entered. | A row has an amount but no currency. | Choose the currency, or remove the row. |
| A message that a currency is set as both the main and an additional currency | You changed the main currency to one that already has its own row. | Remove the row, or click the star to swap. |
| The Default VAT rate (%) field does not accept what you type. | The rate must be between 0 and 100, with at most two decimal places. | Type the rate as a plain number, for example 8,1 or 25.5. |
| A message that the OSS rate entry for a country is not valid | The rate is outside 0 to 100, or the country is not an EU country other than Poland. The message is shown next to the row. | Correct the rate or remove the row, then save again. |
| There is no OSS field. | None of your sales entities is a Polish company registered for OSS, and the product has no OSS entries. | Register OSS on the sales entity first. See OSS returns. |
| An order line for this product has no price. | The order is in a currency the product has no price for. | Add that currency under Prices in other currencies. |
| An order line arrived with an unexpected VAT rate. | The product's Default VAT rate (%) is empty, so the company's default rate was used. | Fill in the product's rate. |
| The Sales column is missing from the product list. | Your role may not see prices. | Ask for the Products: Price visibility permission. |
Permissions
| To do this | You need |
|---|---|
| See prices on the product list and the product card | Products: Price visibility. Roles that create or edit orders or invoices see them too. |
| Set or change prices and OSS rates in the product form | Products: Price editing, together with Products: Create or Products: Edit |
Related
- The product record — the rest of the Price & stock step
- Product types & structure — sets and their contents
- Product variants — each variant has its own price and OSS rates
- Importing products — price columns in a file
- Orders · Invoicing · VAT · OSS returns
- Glossary — net, gross