Price List Items

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In order to properly invoice clients for session fees, print orders, packages, or any other item your studio sells, you must create price lists. In Spectra, each price list is linked to a session type that you define. In the Standard, Professional and Enterprise versions of Spectra, you may have as many session types and price lists as you choose. For example, you may have several different types of senior sessions – senior yearbook, senior sports, and senior other. All of these sessions might be linked to the same price list – the Senior Price List. This price list would contain all the session fees and item prices for products related to any type of senior session. When an invoice is generated from a session, only the items on the price list assigned to that session are available for invoicing. More information about creating session types is found in the “Session Types” section of the "Spectra Maintenance" chapter.



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You should choose to use multiple price lists only if you charge different prices for the same product for different types of sessions. For example, if you charge one price for an 8X10 for a family session and a different price for the same 8X10 for a wedding, then you would want to use multiple price lists.



You should choose to use multiple session types if you would like to track session trend information on reports. For example, if you'd like to know how many "Premier Weddings" you have done this year, and how many you've done compared to last year, then you'll want to use session types to track this information. Another benefit of using multiple session types is that you can define a default length for each type of session and a different color to display the session on the calendar screen. You must use multiple session types if you want to use multiple price lists.


You'll set up and maintain your price lists by going to Maintenance > Price List > Price Lists. There are two main tasks involved in price list maintenance. The first is to create and name your price list(s) and decide on what groups you'll need to organize the items within each price list. This will be done on the Price List maintenance screen (shown below). Refer to the "Price Lists" topic for a detailed description of the features on this screen.




The second task is to set up all the items – including individual products, packages, and services – that your business sells. This will be done using the Price List Item maintenance screen. See the "Price List Item Maintenance" and "Package Maintenance" sections below for details on how to set up your price list items.


Price List Item Maintenance

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The Price List Item maintenance screen holds details for each individual retail item sold by your company. Many of the tabs and fields on the Price List Item maintenance screen are optional; however, the more you use them, the greater your flexibility in invoicing and reporting.



Price List Item Maintenance

Ribbon Toolbar

File Group

Print Group

From the Print group you can click Print Label to print an item label.

Clipboard Group

From the Clipboard group you can Cut, Copy and Paste selected text to and from the clipboard.

Advanced Group

If you charge a different price for an item based on how many the client orders and/or wish to add options and enhancements to your products, click Use Advanced Pricing to enable the Pricing and Costs tab. On this tab you can create multiple price (and cost) levels based on quantity ordered as well as add various options and enhancements to your products. See the "Pricing and Costs Tab (Advanced Pricing)" section below for further information.

General Tab

The General tab is where basic information about the item is located and entered, including description, price, vendor information, and more.

Item Descriptors

Item Pricing

Vendor Details


Preferred vendors and new production orders.

You must enter a preferred vendor if you want to be able to create a new production order from an Invoice and have the line item detail be entered automatically.


Vendor Multiplier

The Vendor Multiplier works like an equation, based on units your studio sells compared to units the vendor sells. Here's a simple way to figure it out:

For every X (number of units) I sell to my customer, I need to order Y (number of units) from the vendor.

Y/X = Vendor Multiplier

So, if wallet-sized prints sell as 1 page from the vendor, but you get 8 wallets on a page, your equation would be 1/8 = 0.125

General Information

Printing Information

Accounting Information

Other Information

Based on the selections you make on this page, as well as on how you use certain features in Spectra, additional items may appear on this window.

Pricing and Costs Tab (Advanced Pricing)

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This tab is enabled when you click Use Advanced Pricing on the ribbon. It allows you to set different price levels based on quantity, add options and enhancements to the item, and set up item costs.



If you're setting up your price list and simply want to get it up and running quickly, you may not want to use advanced pricing. However, it can be to your advantage to use the features advanced pricing. You should use advanced pricing if:

  • The price for an item varies based on the quantity purchased.

  • You want to add options or enhancements to this item.

  • There are costs associated with this item that you want to track.


Note: When using advanced pricing, you will not be able to enter or modify the standard price, standard cost, or discounted price on the General tab.


Prices Mode

Click Modify my Prices to set up the amount you charge your clients for this item based on quantity ordered, as well as how much you charge for selected options and enhancements when added to this item. You can simply pick and choose which sections of this tab apply to the item you are pricing.


For some of your price list items you may use all the features on this tab. For example, on an 8x10 print you may want to include price levels for quantity-based discounts (i.e., to give a price break when three are ordered and again when five are ordered). You may also want to add options that can be chosen from when invoicing the 8x10 (i.e., add a price for your "Standard Mount" and "Classic Frame" options). Finally, you may also want to add some enhancements that can be chosen from when invoicing (i.e., add a price for your "Spot Color" and "Deluxe Retouch" enhancements).


For other items on your price list, you may just use one of the features on this tab. For example, on a senior session you may want to add a price for a "Location Fee" to the Options section so that it can be chosen when invoicing the session. In this case you would enter your session fee in the price level 1 column and there would be no need to create additional pricing levels.



Pricing and Costs Tab - Prices Mode

Pricing Levels

Pricing levels allow you to define items quantities that qualify for a discount. For example, if the price of a print is reduced when more than five are purchased, that quantity and pricing information would be entered here. Spectra will then automatically calculate the correct price on the invoice based on how many prints are being ordered, eliminating the need to continually watch for quantity discounts!


Options may be added to the base price of an item at the time of invoicing. Examples include framing, mounting, or sprays. Select an option that should be offered with this item and then enter the price you'll charge at each pricing level. If there is only one pricing level, enter the price in the first column. Click the next row to add another option. Set up and maintain your options list under Maintenance > Price List > Item Option List.


Enhancements such as retouching can also be added to the base price of an item at the time of invoicing. Select an enhancement you would like to offer with this item and then enter the price you'll charge at each pricing level. If there is only one pricing level, enter the price in the first column. Click the next row to add another enhancement. Set up and maintain your enhancements list under Maintenance > Price List > Item Enhancement List.


At the time of invoicing, you can choose one predefined option and one predefined enhancement. The first step is to determine the quantity-based pricing level. For example, if the client is purchasing 10 - 5X7’s, and a pricing level is established for quantities 10 through 20, then all pricing would come from that pricing level. Next, the price for the option (for that price level) would be added to the price for the enhancement (for that price level), which would be added to the base price for the item (again for that price level). For example, an enhancement price of $3.50 would be added to an options price of $1.50, which would be added to the base price of $20.00, which would equal the new item price of $25.00. Finally, this new item price of $25.00 would be multiplied by the quantity of 10 to equal the extended price of $250.00.

Costs Mode

Click Modify my Costs to enter Information about the actual cost of an item – the amount you pay your vendor for this item. It looks and functions just like the Prices Mode. However, the amounts entered here are for the item’s actual cost, not the retail pricing. You can also enter the actual costs of options or enhancements. Cost information is used in profit analysis reports. The costs mode is not required unless you plan to use accounting profit reports. See the “Profit Analysis Report” section of the “Reports” chapter.

Commissions Tab

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You can use Spectra to track commissions on sales. Commissions can be earned by the booker (the user that books the session), the photographer, the assistant, and/or the sales rep. Commissions can be based on the product line or item.


For complete instructions on setting up Spectra to track and report commissions, refer to the "Employee Commissions" topic in the "Invoices" section of the user guide.

  1. Open each item that is commissionable and then click the Commissions tab.


Price List Item Maintenance - Commissions Tab

  1. Check the box for each employee type that can earn commissions on the product (i.e., booker, photographer, assistant, and sales rep).

  2. Enter either a commission percentage or dollar amount.  

Commission changes are not retroactive!

Changes made to a price list item's Commissions tab do not alter previously created invoices. Changes will be applied to new invoices and to existing invoices that are modified.




Tips for adding multiple price list items.

If you've just installed Spectra, if you’re making changes to your price structure, or if you’re adding items, you may be entering a lot of price items! Here are some tips for entering item information quickly:

  • Don’t use Advanced Pricing (come back later and do updates).
  • Once you've completed all the items for one price list, use Copy Price List from the Editing group on the menu to create any additional price lists you may need that are similar. Then go in to each copied price list, rename it, and modify the groups and items. Tab

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On this tab you can set up additional information for your online items. These special item modifiers will be seen by your clients when they log into You can add a product image and a special online item description.

  1. Open an item in a price list which has been set up as an InspiredByYou price list. Note: This option is selected on the Price List maintenance window when you create or modify a price list (shown here).


  2. With the item open, go to the tab of the Price List Item maintenance screen.


Price List Item Maintenance - Tab

  1. Type an item description in the Product Description field.

  2. Select an image to represent the product by clicking Select Image.

  3. Check the option box if this item does not require the client to select an image. For example, an image CD would not require the client to select a pose.

  4. Enter the AvaTax Code for this item. The AvaTax Service Method must also be enabled on the Sales Tax tab in your InSpiredByYou Preferences. Refer to the "Setting Up InSpiredByYou" topic for more information. Note: Avalara® AvaTax™ is a third-party tax calculator. You must have an account with Avalara to use AvaTax with InSpiredByYou.

Package Maintenance

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Spectra handles packages differently than the other items in your price list. When you select "Package" as the item type on the General tab, there will be additional options available on the General tab as well as a brand new Package Components tab.



Package Maintenance - General Tab

General Tab Package Options


Package Components Tab

The Package Components tab is enabled when you select "Package" as the item type for the price list item being created. On the Package Components tab, simply select each item for the package from the drop-down list. Note: To create a package, each item in the package must already exist as an individual item in your price list. Choose the quantity of that item for this package. Any options or enhancements you have created for the individual item are also available in the package. You may select one option and one enhancement for each item.



Package Maintenance - Package Components Tab


When you add a package to an invoice, the package components will be listed in the order they appear here. To rearrange the order, click on an item and then click the green arrow in front of the item for options that will allow you to rearrange your list.



Invoicing a Package

Packages will have a different appearance on a Spectra invoice. When you add a package to an invoice, the package will appear on the Invoice > Order Detail tab. There will be a header line containing the package description and price. This line will be bold and highlighted in yellow. Each package component will be appear on a separate line below with a price of $0.00. The component lines are highlighted in a light yellow and the description column is slightly indented.


If you have set the Min/Max # of Images Allowed for this package and enabled invoice pose validation on the Digital tab in Studio Preferences, Spectra will warn you not to save the invoice until you have selected the appropriate number of images for this package. See the "Working With Invoices" chapter for more information.




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