How to Make Global Changes to Price Books in Salesforce

By Liz Kao, Jon Paz

Maintaining accurate and up-to-date product and price lists in Salesforce is challenging, especially if you have an extensive product catalog and/or complex pricing. If you’re responsible for such a daunting task, you can use tools that are located on the Products home page to save time.

Changing activation on price books

At times, you’ll want to make a price book unavailable to sales reps. Maybe you had to raise prices on a family of products or you stopped selling a product line. You probably need to preserve the current price book because existing customers and some prospects are still being associated with those products and prices, but new customers will need to be tied to the new catalog.

Rest assured that you can deactivate one or more price books almost instantly so that sales reps won’t be able to tie new opportunities to old information.

To deactivate a price book, go the Products home page and follow these steps:

  1. Click the Manage Price Books link under the Maintenance section. The Price Book detail page appears.
  2. Create a custom price books list view to meet your needs. In this example, click the Create New View link to create a custom view that filters your price books by those that are active. Call it the Active Price Books view.
  3. On the Active Price Books custom list, click the Deactivate link next to a price book that you want to make unavailable. The custom list view reappears, and the selected price book is no longer visible in this list because it is no longer active.

To reactivate price books, you follow a similar process, the difference being that you click the Activate link adjacent to a price book listed in a custom price book list view based on Inactive Price Books.

Cloning price books

On occasion, you may want to create a price book that closely resembles an existing price book. Instead of starting from scratch, you can clone from an existing price book and then make changes, as necessary.

To clone a price book, follow these steps:

  1. Click the Manage Price Books link under the Maintenance section. The Price Book page appears.
  2. Click the New button on the Recent Price Books related list. A New Price Book page appears.
  3. Use the Existing Price Books drop-down list to select a price book to clone.
  4. Type a unique name in the Price Book Name field, and give it a description in the Description field.
  5. Select the Active check box when you want the new price book to be available to others for use.
  6. When you’re done, click Save. The new Price Book page appears with a Products related list cloned from the existing price book. If necessary, click Edit or Edit All on the Products related list to change the list prices, and click Add or Delete in the Products related list to add or delete price book entries.

Deleting price books

You can delete price books, but if the price book is associated with existing opportunities, beware. In those circumstances, try the following actions:

  • Deactivate (rather than delete) the price book so that the linkage between opportunities and products stays intact.
  • Delete the associated opportunity records first, and then delete the price book.
  • Archive the price book entries prior to deleting. Then, even if you delete the price book record, the products associated with opportunities are retained.

If you still want to delete a price book, follow these steps:

  1. On the Products home page, click the Manage Price Books link under the Maintenance section. The Price Book detail page appears with related lists for active and inactive price books.
  2. Click the link for the desired price book. The specific Price Book page appears.
  3. Click Delete and then click OK in the dialog box that appears. If you select a price book that isn’t associated with opportunities, you return to the Price Book detail page with the lists of price books. If a Deletion Problems page appears, follow the suggestions provided in the preceding bulleted list and on the Deletion Problems page.