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Updating Price Definitions in Bulk

Resource price definitions can be updated via a CSV file. In combination with the capability to export data from Yesplan, this allows you to edit price definitions via another program, like Excel, and then to import them back into Yesplan.

It’s also possible to schedule a price definitions update on a date in the future.

Updating price definitions in bulk will not have an impact on the prices that are used for existing events by default. The new prices will only be applicable on bookings that you make after the prices have been updated. If you want to adjust the prices of resources that are booked for an event in the future, you can use the option “Also update bookings for events on or after date in the future”.

Creating an Import File§

The import file must be a CSV file that contains a row for every price definition that you want to update. So if you want to update three price definitions for the same resource, you must have three rows in the file, one for each price definition.

The CSV file must have the following columns:

  • resource_id: the Yesplan ID for the resource

  • resource_name: the name of the resource

    The name is purely informative; during the update you will be warned if the resource with that Yesplan ID has a different name, but otherwise this field will be ignored.

  • costmodel_name: the name of the price definition, exactly as it appears in Yesplan

  • costmodel_sellingprice_amount: the new figure for the selling price of the price definition, such as “99” or “99.00” or “99,00”

  • costmodel_sellingprice_vat: or “Incl. VAT” (if the new figure for the selling price is shown inclusive of VAT), or “Excl. VAT” (if the new figure for the selling price is shown exclusive of VAT)

  • costmodel_cost_amount: the new figure for the cost of the price definition, such as “99” or “99.00” or “99,00”

  • costmodel_cost_vat: or “Incl. VAT” (if the new figure for the cost is shown inclusive of VAT), or “Excl. VAT” (if the new figure for the cost is shown exclusive of VAT)

  • costmodel_vat: the new VAT percentage for the price definition, such as “21” or “21.00” or “21,00”

The following columns can also appear in the CSV file; if they are missing, the corresponding fields will not be updated:

  • costmodel_sellingprice_customcalculationquantity: The number of units that serve as the basis for the adjusted calculation of the selling price. For a price expressed ‘per hour’ the unit is minutes, for a price expressed ‘per day’ the unit is hours, for a price expressed ‘per week’ or ‘per month’ the unit is days.

    For example, for a price expressed ‘per hour’ you can indicate that it must be calculated based on every started quarter of an hour (instead of the default: every started hour). In that case, you enter “15” here (the number of minutes).

  • costmodel_sellingprice_customcalculationminimum: The minimum number of units that we will take into account when determining the selling price.

    For example, for a price expressed ‘per day’ you can indicate that it must be calculated based on every started hour, but with a minimum of 3 hours. In that case, you enter “3” here (the minimum number of hours). Please note: the minimum number of units that must be taken into account cannot be smaller than the basis upon which the calculation is based (costmodel_sellingprice_customcalculationquantity).

  • costmodel_cost_customcalculationquantity: The number of units that serve as the basis for the adjusted calculation of the cost. For a price expressed ‘per hour’ the unit is minutes, for a price expressed ‘per day’ the unit is hours, for a price expressed ‘per week’ or ‘per month’ the unit is days.

    For example, for a price expressed ‘per hour’ you can indicate that it must be calculated based on every started quarter of an hour (instead of the default: every started hour). In that case, you enter “15” here (the number of minutes).

  • costmodel_cost_customcalculationminimum: The minimum number of units that we will take into account when determining the cost.

    For example, for a price expressed ‘per day’ you can indicate that it must be calculated based on every started hour, but with a minimum of 3 hours. In that case, you enter “3” here (the minimum number of hours). Please note: the minimum number of units that must be taken into account cannot be smaller than the basis upon which the calculation is based (costmodel_cost_customcalculationquantity).

A CSV export of resources from Yesplan also contains the above-mentioned columns. This permits the following procedure: you export the resources from Yesplan as a CSV file, you edit this file in a different program like Excel, and you use the updated file to update price definitions in Yesplan. Please note: a resources export from Yesplan also contains other columns! Before you can use the file to update price definitions, you must delete the unnecessary columns. This procedure is similar to the procedure for updating contacts. It is explained in detail in the chapter Editing contact info in external software.

Attention

All price definitions can be updated via the file except selling prices or costs that vary according to day parts. It’s only possible to update existing price definitions; it’s not possible to delete price definitions or add new ones.

Updating in Yesplan§

You can update price definitions in Yesplan – based on the CSV file – under system settings, under the “Import” tab, by the “Resources” section. Choose “Update price definitions of resources” in the drop-down menu then check the following settings:

  • Encoding: The character encoding (character encoding or text encoding) of the CSV file. Yesplan supports three encodings: “CSV (UTF-8)”, “MS-DOS CSV (Latin1)”, and “Macintosh CSV (MacRoman)”. The correct choice of encoding is important to ensure that special characters (like é, è, ç, ø.) are read correctly. If these characters appear wrongly after importing in Yesplan, try the import again with the correct encoding.
  • Select File: Choose the CSV file with edited price definitions from its location on your computer.

As soon as you choose a file, it will automatically be verified; Yesplan will check whether the required fields are present. The icon next to the file name indicates whether verification is still ongoing and, if it’s finished, whether the file can be used or not. If the icon is red and shows a cross, the file cannot be used (e.g. because columns are missing). If the icon is green and shows a check mark, the file can be used. Please note that even if the icon is green, alerts can still appear regarding the content (e.g. if some rows do not correspond with an existing resource). These warnings are displayed under the settings, under the heading “Result of verification of the file”. We recommend that you check these results before executing or planning the actual update.

You can implement the update immediately or schedule the update on a date in the future. If you click on “Schedule for later” you will be able to choose a date when the price definitions will be updated; this occurs at night. Only one update can be planned simultaneously. If an update is planned, you cannot implement other price definition updates. A planned update can be deleted at any time. You can also download the CSV file that belongs with the planned update, e.g. as a back-up, before deleting the planned update from Yesplan.

Updating price definitions in bulk will not have an impact on the prices that are used for existing events by default. The new prices will only be applicable on bookings that you make after the prices have been updated.

If you want to adjust the prices of resources that are booked for events in the future, you can use the option “Also update bookings for events on or after date in the future”. If you activate this option, you can enter a date; the price adjustments will also be implemented for all events on or after the entered date. This date must be in the future, and after the date when the update is scheduled.