Changing prices safely on an active product

What this does

You can change the sales price of an active product (one you're actively selling) at any time. Usystems applies the new price only to future sales, keeping past documents unchanged so your accounting records remain accurate.

Before you start

• You must have permission to edit product pricing
• The product must already exist and have been sold (active status)
• You should know what the new price should be, or have a formula (e.g., a markup percentage increase)
• If you're raising prices across many products, consider whether you want to do a bulk price update

Steps

1. Go to Products & Services Products & Services Open in Usystems

2. Find the product Search or scroll to find the product whose price you want to change. Click it to open the details.

3. Locate the price field On the product details page, find the sales price field (usually labeled "Sales Price," "Price," or similar). The current price will be displayed.

4. Edit the price Click the price field to make it editable and enter the new price.

5. Save the change Click the save button (usually labeled "Save" or "Update") to apply the new price.

6. Verify the change The product details page should confirm the new price has been saved. You may see a confirmation message.

7. Test on a new sales document Create a test invoice or sales receipt with this product to confirm the new price appears on sales documents. Create invoice

Accounting impact

• Future sales will use the new price
• Past documents (invoices, receipts, orders already created) are not affected and retain their original prices
• Cost of goods sold (COGS) is calculated based on the last cost, not the sales price, so price changes do not directly affect COGS
• Margin reports (gross profit %) will change because the new price is different, but the cost remains the same

Tips & common mistakes

• Past documents are locked: You cannot go back and change prices on invoices or receipts that are already created; the new price applies only to new documents
• Effective date matters: If you want multiple prices for different time periods, document the date of each price change so you can trace pricing history
• Currency-specific prices: If you sell in multiple currencies, make sure you update the price in the correct currency
• Staged price increases: Rather than a large jump, consider a gradual increase if you're concerned about customer reaction