# How to keep supplier price lists up to date when prices change

Get the new prices in writing and update your list the day they start. In Pulsify, click Replace on the supplier's tab and upload the new CSV. The new file replaces the whole list.

## Short answer

1. Get the new prices in writing with the start date.
2. Update your master spreadsheet and keep the old one.
3. In Pulsify, open the supplier's tab and click Replace.
4. Upload the new CSV, match the columns and save.

## Before you start

A price list is only useful when it is current. A stale list flags honest bills and misses real overcharges.

You need:

- The supplier's new prices and the date they apply from.
- Your master spreadsheet for that supplier.
- Admin, Approver or Reviewer access in Pulsify.

## Update the source file

1. Save a copy of the old file with the date in its name, for example "example-timber-2026-09.csv".
2. Edit the unit prices in the master. Keep them ex GST.
3. Add any new items. Delete any items the supplier has dropped.
4. Check there are no duplicate item codes.

Do this on the day the new prices start, not when the first odd bill turns up.

## The manual way in Xero

Xero keeps one purchase price on each item, so a price change means editing the item.

1. Go to Business > Products and services.
2. Open the item and change the purchase unit price.
3. Save. New bills that use the item get the new price. Existing bills do not change.

For many items you can import a CSV of items in Xero. Check Xero Central for the import template before you start. Xero does not check supplier bills against these prices, so you still compare by eye.

## The manual way in MYOB

MYOB items also hold a purchase price. Update the item record and save. MYOB does not compare bills to it.

## The Pulsify way

1. Click Database in the sidebar and open the Price Lists tab.
2. Click the supplier's tab.
3. Click Replace.
4. Choose the new CSV and match Item code, Item description and Unit price.
5. Check the preview. A message tells you "This supplier already has a list of N items. Saving replaces it."
6. Click Replace price list.

To stop checking a supplier at all, click Remove. The list and its rows are deleted.

Because Pulsify works out each check when you open a bill, the new prices apply to every bill from that supplier straight away. Old bills are also compared with the new list.

## Worked example

Example Timber Yard sends new prices from 1 November.

| Item code | Old price | New price |
| --- | --- | --- |
| H3-9040 | 6.80 | 7.15 |
| H3-9070 | 9.20 | 9.65 |
| MGP-9035 | 5.40 | 5.40 |

You edit the master, save the old copy and replace the list on 1 November. A bill on 3 November shows H3-9040 at $7.40. The line reads "Price list: $7.15 each". The supplier has added 25 cents on top of the new price and you query it.

## Common mistakes

- Replacing the list with a partial file. Everything not in the file is gone.
- Replacing it too early. Old bills with the old price now flag as higher or lower.
- Not telling the team. If someone approves bills from memory, they will still use the old price.

## Next step

[Try an invoice](https://app.pulsify.tech/sign-up) after your next price change and see the new list applied. See the [supplier price lists guide](/guides/price-lists/) for the Replace screen.

## Common questions

### Does replacing a list change old bills?

Yes. Pulsify checks prices fresh each time you open an invoice. Older bills are compared against the new list too, so an old bill may now show a mismatch. Keep your old file if you need the earlier prices.

### Can I have two prices for one item, old and new?

No. Each list holds one price per item code and refuses duplicate codes. Replace the list on the day the new prices start.

### Can I add a few items without re-uploading everything?

No. Saving a list for a supplier replaces every row. Add the new items to your master spreadsheet and upload the full file again.

Source: https://www.pulsify.tech/how-to/keep-supplier-price-lists-up-to-date-when-prices-change/ (last checked 2026-10-19)