Defining Rate Structures Paige Freeman May 17, 2023 15:53 Updated To access this page, you must have access to the Order.RateStructures application security. The Rate Structures page lets you enter and maintain rate structures for orders. Rate structures are owned at the organization level and are used to categorize customer’s pricing. Products can be referenced in rate structures across organization units as long as they are within the same organization. You can define rate structures that represent the different categories of customer for which separate pricing is given. Typically, an organization will have MEMBER and LIST rate structures. LIST rate structure is required; it is the rate structure that is given to customers who do not qualify for any other rate structure. There is no limit to the number of rate structures that you can define, but typically an organization will have 3-5 rate structures, and usually not more than 8-10 rate structures. Once a rate structure is defined, separate rate structure default records can be created to define the different criteria by which a customer will qualify for that rate structure. A rate structure may only have one set of qualification criteria, and therefore only one rate structure default needs to be defined, or a customer may be able to qualify for a rate structure under many different sets of criteria, so there would be many rate structure default records for that rate structure. Note that all of the qualification criteria defined for a rate structure default must be met in order for a customer to qualify for the rate structure. Rate Structures can be completed after primary membership products are setup. You can select either the Up or Down arrows on the Rate Structures page to change the sort order. The sort order of rate structures is important in that the system will search through these sequentially to determine which is the “best” structure to assign a customer when orders are created. To set up rate structures: Select Rate Structures from the Order Settings page.The Rate Structures page displays, as shown below.You can select either the Up or Down arrows on the Rate Structures page to change the sort order. The sort order of rate structures is important in that the system will search through these sequentially to determine which is the “best” structure to assign a customer when orders are created. Select the +New Rate Structure hyperlink.The Add New Rate Structure page displays, as shown below. Enter a Rate Structure name. Enter a Description. Select the appropriate toggles: Default Structure Member Price Can Purchase Member Products To determine who receives this rate structure, select Save and Add Mapping, then perform the following on the Structure Mapping page: Enter a Description. Select the Billing Method from the drop-down. Select the appropriate toggles: Include Subsidiaries Active From the Constituent Membership section, perform the following:Either fill out Constituent or Parent Constituent Membership section, but not both. Select the Constituent Organization Unit of the customer. Search for and select the Member Group.Select the membership group for the customer. Search for and select the Member Product.Select the product for the customer.Only validated membership products will display in the search results. - OR - From the Parent Constituent Membership section, perform the following:Either fill out Constituent or Parent Constituent Membership section, but not both. Select the Constituent Organization Unit of the customer’s parent. Search for and select the Member Group.Select the membership group for the customer’s parent. Search for and select the Member Product.Select the product for the customer’s parent. Select the appropriate toggles: Assign to Employees Limit to Associate Members In the Constituent Demographics section, perform the following:Either fill out Constituent or Parent Constituent Demographics section, but not both. Select the Customer Class from the drop-down for the customer. Select the Customer Status from the drop-down for the customer. Search for and select the Purchasing Group for the customer. - OR - In the Parent Constituent Demographics section, perform the following: Either fill out Constituent or Parent Constituent Demographics section, but not both. Select the Customer Class from the drop-downs for the customer’s parent. Select the Customer Status from the drop-downs for the customer’s parent. Search for and select the Purchasing Group for the customer’s parent. In the Specific Constituent section, perform the following: Search for and select a Constituent Search for and select a Parent Constituent In the World Bank Region section, select the World Bank Region if necessary. If you are defining rate structures based on World Bank Pricing, you should only fill out the section for World Bank Region; when the World Bank Region is selected, the system will not take any of the other sections into account. Additionally, World Bank Pricing should always be a lower sort order than any of your other rate structures to ensure constituents get the best price. Click Save. Screen Element Description Rate Structure Text box. The code or abbreviation of the rate structure. This is a structure that defines a customer. They are defined during the system setup. Certain customers, such as members vs. non-members, receive special rates. The rates for these structures are defined in the Rate Code. Description Text box. The description of the rate structure. Default Structure Toggle. When set to YES, indicates the rate structure has the default list price structure. One rate structure must be designated the “default” such that if the system cannot match any other rate structure for the customer, he/she will be given the default structure. Member Price Toggle. When set to YES, indicates the rate structure has the default member price structure. Can Purchase Member Products Toggle. When a product is marked as member-only, only customers who qualify for a rate structure that has been defined for the product being purchased and is marked as Can Purchase Member Products can buy the product. Therefore, if the customer only qualifies for rate structures that aren't marked as Can Purchase Member Products, then that customer will not able to buy the member-only product. Additionally, if the customer qualifies for a rate structure that IS marked as Can Purchase Member Products, but that rate structure is NOT ALSO defined on the members-only product, then that customer will not be able to buy the members-only product. For example, say you have the following rate structures set up and they are all marked as Can Purchase Member Products: Student Member Associate VIP List Life Additionally, you have a member-only product (XYZ Book) that has ONLY the following rate structures defined: List Member In this case, customers who qualify for the VIP rate structure only will NOT be able to purchase the XYZ Book product because the VIP rate structure was NOT defined on the product. Also, customers who qualify for the Student rate structure would not be able to purchase XYZ Book unless they also qualified for the Member rate structure. The system evaluates which rate structure to assign to the customer's order based on the sort order (see below). Structure Mapping Detail Description Text box. The description of the rate structure default group, as it pertains to the rate structure. Billing Method Drop-down. Tracks whether the ship-to customer or the bill-to customer must meet the criteria defined in order for the order to qualify for the rate structure. Selecting “Both” means either the bill-to customer or the ship-to customer must meet the criteria, it doesn’t mean that they both have to meet it. When setting up Pricing by World Bank, select a Billing Method of "Bill-To". World Bank rates only support a Billing Method of "Bill-To". Include Subsidiaries Toggle. When set to YES, indicates that subsidiary customer companies should be included. Subsidiary customers are identified as those companies that have a "CORPORATE" relationship with another company where the relationship code is "PARENT" and the subsidiary company's reciprocal code is "SUBSIDIARY". This is used for trade associations and their employees are granted member pricing. Active Toggle. When set to YES, indicates the structure mapping detail is active. Only active structures display in the lookup and can be used for product setup or in transactions. Constituent/Parent Constituent Membership Constituent/Parent Organization Unit Drop-downs. Identifies the organization unit ID of the member product for the customer/customer’s parent company. If an organization unit is selected, this implies that the customer has an active membership. Member Group Search fields. Opens the Membership Group Chooser screen. Select the member group for the customer/customer’s parent company. Member Product Search fields. Opens the Product Chooser screen. Select the member product code of the customer/customer’s parent company. Assign to Employees Toggle. When set to YES, indicates only employees of the member company will receive this rate structure. Limit to Associate Members Toggle. When set to YES, indicates the parent record (primary employer’s) membership is considered only if the individual is a registered associate member. This is used for trade associations and other organizations where members and their employees are granted member pricing. Constituent/Parent Constituent Demographics Constituent Class Drop-downs. The class of the customer/customer’s parent company. For example, Educator, Prospect, or Individual. Constituent Status Drop-downs. The status of the customer/customer’s parent company. For example, Active, Deceased, Duplicate, or Inactive. Purchasing Group Search fields. The group code used to organize special pricing for groups. The name of the purchasing group or the company of the user for the customer/customer’s parent company. Specific Constituent Constituent Search field. Opens the Choose a Constituent search page. Select the customer who should be assigned this rate structure. The customer selected here overrides all other rules. Parent Constituent Search field. Opens the Choose a Constituent search page. Select the customer’s parent company who should be assigned this rate structure. The customer’s parent company selected here overrides all other rules. World Bank Region Region Drop-down. The World Bank Region associated with this rate structure. If you are defining rate structures based on World Bank Pricing, you should only fill out the tab for World Bank Region; when the World Bank Region is selected, the system will not take any of the other tabs into account. Additionally, World Bank Pricing should always be a lower sort order than any of your other rate structures to ensure constituents get the best price.