Demo 01 · Margin X-Ray · free · no sign-up
Your file isn’t one price list. Every supplier line is priced by its own rule, and nobody wrote them down. The X-Ray reads each line’s rule straight from your file, then runs 35 checks for the leaks distributors actually have: supplier increases that never reached the price or the invoice, costs behind the supplier’s file, contracts and SPAs under floor or long expired, claims and rebates never collected, freight your own terms say the customer pays, and vending machines billing the wrong price. It all happens inside this browser tab.
It works the same for a $10 million distributor as a $400 million one. Start with your price file, then add contracts, invoices, vending, your customer master and supplier programs to unlock every check.
Sample data · fictional distributor 23 supplier lines · 24 vending machines
Sample data · fictional distributor Brindlemoor Industrial Supply · 2,396 items · 6 supplier lines
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Your file never leaves your computer
Your files are read by this tab only. The page is sealed: your browser refuses to let it send anything.
Then add up to seven more exports. Each one unlocks checks a price file can’t run, or makes them sharper:
Not sure what shape they take? · Which of these is your file? Take the 10-second self-check
| ERP | Supplier and its list | Discount group | Price line | Customer price class |
|---|---|---|---|---|
| Prophet 21 | inventory_supplier (supplier_id, supplier_part_no, list_price, cost); supplier for the name | inv_loc.purchase_discount_group | inv_mast.product_group_id | price library → book → page, assigned per customer (price_library_x_cust_x_cmpy) |
| SX.e / CSD | icsw.arpvendno + vendprod; apsv for the name; icsw.baseprice as the multiplier base | the vendor’s price type on icsw (pricetype) and vendor pricing pdsv | icsp.prodcat (and icsw.prodline) | arsc.pricetype / pricecd, priced through pdsc levels |
| Eclipse | the product’s price line (buy line), and its vendor | the buy matrix cells for the price line | Price Line on the product (Eclipse’s supplier-line grouping) | the sell Matrix file: customer, job and price-class cells with dates and precedence |
| NetSuite | itemvendor (vendor, purchaseprice, vendorcode, preferredvendor) | not native: vendor price levels or a pricing SuiteApp | item class and the item’s price level | price levels (pricing, pricelevel) and customer-specific item pricing |
| Business Central | Item.Vendor No. and Vendor Item No.; Item Vendor (table 99) | purchase prices and line discounts per vendor | Item Category Code | Customer Price Group, through Price List Lines (new pricing) or Sales Price (legacy) |
Each ERP has its own page with the exact read-only pull (no logins ever leave your building). Then drop the files, or one .zip of them, above: the X-Ray recognizes Prophet 21, SX.e / CSD, Eclipse tables from their column names and joins them with no column choices.
Try it with the sample distributor exported the way your ERP would: · · (built in this tab from the fictional sample, 2,000 items)
Before you run it
A distributor’s price file is not one price list. Each supplier line is priced by its own rule: a multiplier off the supplier’s list, cost-plus by class, or a cost matrix. A master distributor can carry two at once. Tier discounts differ by class, cases are bought and pieces sold, and nobody wrote the rules down. In a March 2026 study, 36% of distributors had no structured price segmentation at all (DSG pricing study, n=128).
Not sure your file is that messy?
Your files · read in this tab only
We matched every column we could; you have the final say. Each extra file joins to your price file by item number (or manufacturer part #), and we show you exactly what matched and what didn’t.
Judged by your rules
Your own norm for each class (median less 5%) · 12% contract floor
Change your rules (42 decisions)The report then shows whether your invoices tie to the books (net sales within ±0.5%, COGS within ±1%) before you trust a single dollar. Typed here, kept in this tab, never sent.
Chamber ready · 14,000 items loaded
Inspection report · Margin X-Ray · 35-point distributor check
| Supplier line | Items | Rule read from the file | Fit | Off rule | Is this your rule? |
|---|
Each dot is an item: its supplier list (or cost) across, its book price up. Unsorted, then snapped onto the rule read from your file. Red sits under it, amber over it, grey is a line with no rule.
Estimated margin leak
Ranked by dollars and by how sure we are. Each one is a single decision.
| Invoice | Item | Customer | Tables say | Invoiced | Why |
|---|
| Supplier line | Days to reprice | Increase | Repriced in 30 days | Never repriced | $ a year not landed |
|---|
| Supplier line | Sales | GM | + SPA, rebate | − Serve | Fully loaded | Turns | Turn & earn | Rebate paid / earned |
|---|
| Check | Your rule | Found | $ a year | Status |
|---|
A record can fail more than one check, so the per-check dollars can overlap. The total above counts each record once, at its largest estimate. Every dollar is tagged: measured (your own records say so), your rule (a rule read from your file, or one you set) or our default (shown beside the headline until you confirm it).
Next step
The Margin Diagnostic runs these checks and more on your real data, sizes every leak in dollars against your invoices and vendor feeds, and hands you the fix list, starting at $5,000. Or take the findings you just saw and rule on them yourself.
Onboarding discount: 20% off any desk for the first 12 months. See the desks →
Included in the Margin Diagnostic: your written Supplier Line Rulebook (the atlas above, confirmed line by line and kept current by Margin Guard) and the Line Review Kit for each supplier review, at no extra price.
Your rules · 42 decisions · nothing saved or sent
To call a price wrong, the X-Ray has to assume a policy: what each tier pays, what a class should earn, how long a claim may lag. These are all of them, each written as the small decision it is, with our recommended default, why, and the benchmark behind it. Most have no public benchmark, and each card says so. On the sample the defaults are Meridian’s own (fictional) settings, not industry norms. On your files, a dollar measured only against one of our defaults stays out of your headline until you confirm it. Change one and the X-Ray re-runs on the spot.
The five that move the most
A tier price is book less that tier’s discount. Every margin check is judged at each tier’s price, and the dollars are weighted by how much each tier buys.
Discount and share of units, by tier
| Tier | Discount off book | Share of units |
|---|---|---|
| A key accounts | % | % |
| B regular accounts | % | % |
| C book price | % | % |
Shares are weights: they’re scaled to add up to 100%.
Example Tier A at 12% off: a $20.00 book item sells to them for $17.60, and its margin is judged there.
An item earning less than its class’s target at any tier price is flagged “under target”, and sized by the gap back to the target. Items a cost-plus or matrix line prices thin on purpose are judged by that line’s rule instead.
Smaller: more items read as below your norm.Bigger: only the real outliers.
Lower: fewer items flagged under target.Higher: more items flagged, bigger gaps.
Target by class and tier
| Class · target % | A | B | C · book |
|---|---|---|---|
| Taps | % | % | % |
| Drills | % | % | % |
| End Mills | % | % | % |
| Band Saw Blades | % | % | % |
| Gauge Pins | % | % | % |
| Coolant | % | % | % |
| Vises | % | % | % |
| Inspection | % | % | % |
| Tooling Cabinets | % | % | % |
Lower: unlisted classes are judged more gently.Higher: unlisted classes are judged harder.
Example Taps at Tier A: a 17% target, so a $10.00-cost item must sell to Tier A for at least $12.05.
A contract price under this margin is flagged, measured against the cost that applies: the SPA cost when the supplier supports the deal, otherwise your cost. Anything below cost is always a leak; the gap from cost up to the floor is your policy.
Lower: fewer contracts flagged.Higher: more contracts flagged, and bigger gaps on each.
Example At 12%, a $10.00 SPA cost must sell for at least $11.36.
A cost raised more than this many days ago, on an item whose price was set before the raise, was never passed through. A price your system already computes from the new cost (on its line’s rule) is not flagged, and tiny increases are ignored.
Shorter: more items flagged.Longer: only increases left for months are flagged.
Example At 14 days: a cost raised 1 Jun 2026 on an item last priced 2 May 2026 is flagged; one raised 13 days ago is still inside the grace.
We read each supplier line’s pricing rule from your own file (a multiplier off list, cost-plus by class, or a cost matrix). A book price further from that rule than this is flagged. Under the rule leaks; over the rule is a lost-sale risk, never lowered by default.
Tighter: more prices flagged, including supplier increases still waiting to be passed through.Looser: only the big misses are flagged.
Example At 10%: if a line’s rule puts an end mill at $50.00, anything under $45.00 or over $55.00 is flagged.
Reps move customers into better tiers until nearly everyone gets the best price. A customer (not on a contract) buying well under its tier’s threshold is flagged, and sized at just one tier lower, never at the tier its spend would really earn.
Lower: only customers far below their tier.Higher: anyone under their threshold.
Example At $25,000 for Tier A and 75%: a Tier A account buying $11,250 a year is flagged; one buying $19,688 is not.
After a contract ends, orders still priced from it leak twice: the customer keeps a discount nobody renewed, and an expired SPA no longer lowers your cost.
Example Not counted: 40 units sold after the end at $9.00 instead of $10.00 leak $40. The lapsed SPA support is left out.
Ship-and-debit claims lag the sale. Recent sales are claims in flight and never flagged. Unclaimed units inside the supplier’s window are money you can collect now; older ones are shown as likely lost (ask for a one-time catch-up), not counted as collectable.
Shorter: less is collectable, more is likely lost.Longer: more of the gap is money you can still collect.
Example In flight 45 days, window 90: of 365 unclaimed units spread over the year, 45 days’ worth can still be claimed and 275 days’ worth are likely lost.
Most real contract exports are group-level (“15% off all taps”, “Kestova at list × 0.70”). Applied, each item in the group gets that customer’s contract price, so its sales count as contract sales and are checked against the floor.
Example Applied: “15% off Taps” gives every tap a $17.00 contract price for that customer on a $20.00 book item, checked against the floor.
With dated invoices, a sale after a contract ended, or to a ship-to the contract doesn’t cover, counts as billed at the contract when its price is this close to the contract price.
Example Within 1%: a $10.00 contract matches invoice lines up to $10.10.
A contract price is often granted for a promised volume. A customer buying well under it (pro-rated for the time the contract has run) keeps a price it hasn’t earned; the shortfall share of the discount is sized.
Lower: only big misses are flagged.Higher: any shortfall is flagged.
Example At 80%: committed 1,000 a year, bought 700 → flagged; bought 850 → fine.
When we read a line’s rule, an item inside this band “fits”. The share that fits is the line’s fit score. An item under the rule is sized only to the edge of this band: we count just the gap beyond what the line itself tolerates.
Tighter: lines with rounded prices may stop fitting, and stop being judged.Wider: messier lines get judged too.
Example At ± 3%: a $50.00 rule price fits anything from $48.50 to $51.50.
A line’s rule is trusted only when at least this share of its items fit it. Below that, the line is listed as “no consistent rule” and none of its items are flagged off-rule.
Lower: messier lines are judged (more flags, some may be wrong).Higher: only very clean lines are judged.
Example At 75%: a 200-item line needs 150 items on its rule.
A rule read from too few items is a guess. A class or cost step with fewer items than this can’t set its own multiplier, and a smaller supplier line isn’t read at all.
Example A class with 4 items on one line can’t set its own multiplier; a line with 9 items isn’t judged.
Some lines are priced by cost bracket (× 1.60 under $25, × 1.50 up to $100 …). These are the costs where we look for a bracket to start.
Example Breaks tried: $5, $10, $25, $50, $100, $250, $500, $1,000, $2,500, $5,000.
A price that is off its rule by almost exactly the pack quantity is a unit-of-measure setup error, not a pricing choice.
Example At ± 12%: a box of 10 whose rule says $90.00, priced between $7.92 and $10.08, is a box priced as one piece.
An item off its rule by less than this in dollars is ignored, however big the percentage.
Example At $0.50: a $3.00 rule price keyed at $2.60 is 13% off but only $0.40, so it isn’t flagged.
Some items sit under their line’s rule on purpose: known-value basket items (gloves, shop towels, cut-off wheels) priced to win the order. Name them here, as class words or item numbers, and they are left out of the rule reading and never called off-rule or under target. A sale under cost is still shown: priced to market is a choice, a loss is a fact.
Example None named: every item is judged against its line’s rule. Name “gloves” and a glove class priced at cost × 1.12 on purpose is no longer flagged.
The book price can move while the invoices don’t: the desk re-quotes the last price paid. For every customer who bought before and after a supplier increase, the new invoice price should be up by the cost increase. Landing more than this short is flagged, led by how many days the increase took to reach the price file.
Tighter: any slippage is flagged.Looser: only clear reversions to the old price.
Example At 1%: cost up 6%, a customer paying $10.00 before should pay about $10.60 after; $10.44 is flagged, $10.60 is not.
Every margin report and cost-plus price on the item is built on the cost on file. If it isn’t what the supplier now charges, it’s stale. A file dated after the as-of date isn’t in effect yet and is never compared.
Example At 0.5%: a $10.00 supplier cost flags anything on file under $9.95 or over $10.05.
With no file to compare against, the cost’s date is all we have. Older than this is flagged as a risk (counted, not sized). Fast-moving classes get a shorter limit.
Example As of 1 Sep 2026: a drill cost last updated 23 Feb 2026 is stale (180-day limit); a vise cost that old is not (365 days).
Cost-plus prices built on average cost lag while replacement cost climbs: the cheaper stock is gone, the price still reflects it. With an average-cost column, an item priced on it whose current cost runs higher than this is flagged. Tariff surcharges and refunds are both unwound, so neither lingers in the price.
Example At 3%: average $10.00, replacement $10.60, price still built on the $10.00 → flagged.
The lowest authorized price is that customer’s own usual level for the product class (read from invoices), the system price when your invoices carry it, or the deepest tier and lowest break. Lines keyed under it by more than this are override leakage.
Smaller: more overrides flagged.Bigger: only deep overrides are flagged.
Example At 2%: with a lowest authorized price of $20.00, overrides under $19.60 are flagged.
We read what each customer normally pays for each product class (the median of price ÷ book), falling back to their overall level. A customer with fewer lines than this isn’t judged.
Example At 5: a customer with 4 tap invoice lines is judged on their overall level; with fewer than 5 lines in total they aren’t judged.
End-of-month and quarter-end discounts “spill over”: customers learn to wait, and keep the lower price afterwards. A rep or branch whose overrides run much deeper in the last days of the month, with customers still paying that price the next month, is flagged; the price kept afterwards is sized.
Example Last 3 days, 2× deeper: a rep giving 4% mid-month and 9% at month end, with customers still on it in the next month, is flagged.
An order that arrives months after a 30-day quote, at the old quoted price, after costs rose, is a price nobody authorized any more. Lines carrying a quote number past its valid-through date (plus this grace), priced under the customer’s normal price, are flagged.
Example At 7 days: a quote valid through 30 Jun honoured on 27 Jul 2026 is flagged.
When the price file carries units and the contracts file carries its own units (and there are no invoices), contract units counted in both would be sized twice: once at book and tier prices, once on the contract.
Example Yes / not sure: 1,000 units in the price file, 300 of them on contracts → 700 sized at book and tier prices.
A line far off book is usually a different unit of measure (a box billed as an each), not a real price. It is set aside, not counted as an override, and the report says how many lines and how much revenue were set aside.
Example At 5×: a $10.00 book item invoiced under $2.00 or over $50.00 is set aside.
Invoice and vending lines older than this (counted back from the as-of date) are left out of every count and dollar.
Example At 365 days: lines from 1 Sep 2025 to 1 Sep 2026.
Freight absorbed against your own terms (prepaid-and-add orders shipped free, orders under a free-freight threshold) is measured from each invoice’s freight cost. Without that column, this average per shipment sizes it, shown beside the headline until you set it.
Example At $0 (not entered): those orders are counted, not sized. Your invoices’ freight-cost column always wins.
Small orders cost more to pick, pack and invoice than they earn. An order under this value with no small-order charge (contract and vending accounts exempt) is flagged and sized at your charge, read from your own invoices unless you enter it.
Example Under $50.00: a $30.00 order with no charge is flagged and sized at the charge you usually bill.
Volume rebates are earned on purchases and paid after the period closes. Earned but not received this long after period end is money owed to you. A program whose projected purchases sit just under its next tier is shown as an opportunity (never counted as a leak).
Example 60 days: a program that closed 30 Jun and paid nothing by 30 Aug 2026 is owed. Within 10%: projected $460,000 against a $500,000 tier is within reach.
A bin holding your stock with no dispense for this long ties up inventory in the customer’s crib and takes a slot a moving item could use. Bins idle past the watch level are counted for the route driver first.
Shorter: more bins flagged.Longer: only truly dead bins are flagged.
Example At 180 days: as of 1 Sep 2026, a bin last dispensed 4 Mar 2026 is flagged; one idle 90 days goes on the watch list.
Machines dispense today and bill later. How you bill sets how much dispensed-not-billed is timing: a refill-billed bin can be a whole refill behind, a monthly invoice a month behind.
Example On every dispense, 2% or 2 units: 300 dispensed and 294 billed is fine; 290 billed is flagged, and the 4 beyond the allowance are sized.
Machine prices are set once and forgotten while the price file moves. A machine billing further than this from the customer’s contract or tier price (plus any vending fee in the agreement) is flagged.
Example A $25.00 contract item: billed below $24.75 is flagged.
One manufacturer part should have one sell price, whichever supplier you buy it from. Customers and your own desk find the cheaper one. It counts in the leak only when the cheaper price is below the other supplier’s cost.
Example At 3%: $20.00 under one supplier and $19.50 under another is fine; $19.00 is flagged.
The same part is often set up twice, under two spellings of its maker. Common suffixes (Inc, USA, Mfg) are already ignored, and spellings your file proves are one maker (the same UPC under both) are learned automatically. Add any others here, written “a = b”, and the same-part check matches them.
Example None added: “Osterline USA Inc.” already matches “Osterline”. Add “OSL = Osterline” to match an abbreviation too.
An item with one of these statuses should carry no live price; the margin checks skip it and the obsolete check flags it if it’s still priced.
Example A status of “obsolete” (any capitals) counts; so does any longer status containing a word of six letters or more, like “obsolete - do not reorder”.
A ladder whose breaks are all the same price gives no reason to buy more, and is usually a copy of the book price.
Example At 3: $5.00 / $5.00 / $5.00 is flat; $5.00 / $5.00 isn’t judged.
Contract expiry, stale costs, idle vending bins, supplier increases and the 12-month window all count back from this date.
Blank = the files’ own date (2026-09-01).
Example Judged as of 1 Sep 2026 (the date Meridian’s files run to).
Switch off a check you don’t want judged. Its findings and dollars drop out of every total, and the report shows it as turned off by you.
Example All checks on: switch one off and its findings and dollars leave every total.
On your own files, dollars measured only against one of our default policies are shown beside the headline (“+ $X if you adopt these”), not in it. Tick a policy here, or change it, and it becomes yours: its dollars join the headline.
Example None confirmed yet: on your files, default-only dollars stay out of the headline.
Nothing changed yet: every rule is at the PTAI default. Change any card and it appears here.
Your rulebook
In a Data Decision Sprint, each of these rules is confirmed by the person with the authority to set it, signed, and turned into a check that runs on every future price change. Download yours: one page, built in this tab, with every rule you changed marked.
What the X-Ray measures
Built for the way a distributor really prices: many supplier lines, each with its own rule, plus customer tiers, contracts and SPAs, supplier claims and rebates, freight terms, invoices and vending. Each check is a rule you would sign off on, written in plain English, with the dollar formula shown and the person who fixes it named. The same discipline runs in production at a manufacturer: 20 automated pricing-rule checks run on every change.
“A branch manager can’t fix a trend line, but they can fix an order.”
01 · required
Your item or price export: items, suppliers, costs, book prices, dates and quantity breaks. On its own it runs up to 16 checks.
Joins on item number, or manufacturer part #
02 · optional
Usually called contract pricing, special pricing (SPA), customer-specific pricing or job pricing. P21 price pages, Eclipse, Infor CSD/SX.e (pdsc), NetSuite and Epicor can all export it to CSV or Excel. Group lines (a whole product class or supplier line at a discount, multiplier or markup) are applied item by item. A rebate-claim export works too.
Unlocks Contract or SPA price under its floor · Expired contract still in use · Unclaimed supplier rebate (SPA claim) · Contract with no end date · Contract price used outside its ship-tos · Volume commitment missed
03 · optional
The transaction or usage log from your vending software, or the vending / consignment report in your ERP: one row per dispense (or per bin) with the item, quantity, date, what was billed and the bin’s on-hand quantity.
Unlocks Vending price drift · Vending dispensed but not billed · Vending bin not moving (180+ days)
04 · optional
Line-level sales or invoice history: invoice number, date, customer, item, quantity and the net price actually charged; freight and small-order charge lines too. Optional columns unlock more: ship-to, rep and branch, the system (matrix) price, quote number and quote valid-through date, freight cost. Usually a sales-history, invoice-line or “sales by item by customer” report in P21, Eclipse, Infor CSD/SX.e, NetSuite or Epicor. Twelve months is ideal.
Unlocks Override leakage · Price increase didn’t land on invoices · Invoice lines sold below cost · Small orders, no minimum charge · Expired quote still honoured · Period-end discount spillover
05 · optional
The customer list with its pricing and shipping terms: price class or tier, rep, branch, freight terms (prepaid, prepaid and add, collect, free over $X). P21 customer maintenance, SX.e arsc, Eclipse customer file, NetSuite customer list.
Unlocks Freight terms not applied · Customer in a better tier than its spend
06 · optional
Your volume-rebate programs, one row per supplier program and period: tier thresholds and rates, purchases so far, and what was earned, claimed and received. SX.e rebate setup (pdsr), a buying-group statement, or the controller’s rebate spreadsheet all work.
Unlocks Supplier rebate earned, not received · Rebate tier within reach
07 · optional
The file a supplier sends with an increase (or posts on its portal): its part numbers, list price, your net cost and the date it takes effect. Matched to your items on the supplier’s or manufacturer’s part number, or the UPC. A new list your book never followed, and a cost your system never loaded, are both caught with no dates needed.
Sharpens Stale cost vs the supplier’s file · Supplier increase not passed through
08 · optional
Your claim history, one row per claimed invoice line: the supplier’s authorization (SPA) number, invoice and line, quantity, debit per unit, status and the credit memo that paid it. SX.e pder / pderc, a P21 rebate-claim report, or the supplier portal’s claim export. With your invoices it finds the exact lines never claimed (support at the book cost on each ship date), instead of an estimate.
Sharpens Unclaimed supplier rebate (SPA claim)
01 · high
The supplier raised its price and the new cost is loaded, but the sell price was set before the increase and never moved. Every order since quietly absorbs it. A price your system already computes from the new cost (it sits on its line’s rule) is not flagged. With the supplier’s own price file added, a new list the book never followed is caught too, with no dates needed.
Nominal Sell price reviewed within 14 days of the last supplier cost change
02 · high
The cost in your system is not what the supplier’s current price file says, so every margin report and every cost-plus price on this item is built on the wrong number. Lines with no supplier file are checked against their own BUY rule (cost ÷ the supplier’s list, read per discount group: “you buy at list × 0.42”) and by date: a cost untouched for over 180 days in fast-moving classes, 365 in the rest.
Nominal Cost on file = supplier’s current file cost (or updated within 180 / 365 days)
03 · high
Each supplier line is priced by a rule, and we read that rule from your own file: a multiplier off the supplier’s list, cost-plus by class, or a cost matrix. This item’s book price sits more than 10% away from what its own line’s rule says. Off-rule finds single items: a whole line behind its supplier is caught by the increase checks, the supplier’s own price file, or the line’s buy rule (cost ÷ supplier list).
Nominal Book price within 10% of its supplier line’s inferred rule (lines with no consistent rule are not judged)
22 · high
The supplier raised cost and your book price followed, but the invoices didn’t: customers who bought before the increase are still billed the old price, usually the desk re-quoting the last price paid. Led by how many days the increase took to reach your price file.
Nominal Each customer’s price after an increase within 1% of their normal price on the new book
24 · medium
The price was built on average cost (it sits on its line’s rule at the average cost), but today’s replacement cost runs higher: the cheaper stock is gone and the price still reflects it. In 2026 the pre-tariff stock is gone and replacement cost carries the full tariff.
Nominal Prices built on the higher of replacement and average cost (flag when replacement runs over average by 3%)
25 · medium
A tariff surcharge you bill customers is still running after the supplier dropped its own, or a tariff refund you received is still inside the cost your prices are built on. Either way the price no longer tells the truth: a refund-and-credibility risk with customers, and a margin report that is wrong.
Nominal Surcharges end when the supplier’s does; refunds come out of the cost
04 · high
At book price, or at a customer tier’s discount off book, the item sells for less than it costs you. Usually a supplier’s thin discount on one item that the line’s multiplier never accounted for. An item that is only under cost before a supplier rebate is shown as rebate-dependent, at $0.
Nominal Every tier price ≥ cost
05 · medium
The item is profitable, but at one or more customer tiers it earns less than the target margin for its product class (or, on your own file, less than your own norm for the class).
Nominal Margin at every tier price ≥ that class’s target for the tier
11 · high
Order lines were keyed at a manual override price below what that customer is authorized to pay: under their own usual level for the product class (or the system price), and under the lowest quantity break.
Nominal Override price ≥ the lowest authorized price (allowing 2%)
23 · high
Actual invoice lines at a price under the item’s cost, with no contract, no override and no tier to explain it: a customer-by-class price level nobody re-checked after costs went up. No model involved: the invoices say so.
Nominal Every invoiced price ≥ cost (rebate-dependent lines excepted)
33 · medium
A customer (not on a contract) carries a tier whose spend threshold it is far from meeting: under 75% of it in the last 12 months. Reps move customers up; nobody moves them back.
Nominal Spend ≥ 75% of the tier’s threshold (A $25,000, B $3,500 a year)
34 · medium
Orders billed at a quoted price more than 7 days after the quote expired, under what the customer normally pays: a price nobody authorized any more, usually after costs rose.
Nominal Quoted prices honoured until the valid-through date + 7 days
35 · medium
A rep (or branch) gives much deeper overrides in the last 3 days of the month, and the customers keep that price on their next orders: the month-end push becomes the price.
Nominal Period-end overrides no more than 2× deeper than the rest of the month, and never kept afterwards
06 · high
A customer contract or special-pricing agreement prices the item below your minimum contract margin, measured against the cost that actually applies (the SPA cost when the supplier supports the deal).
Nominal Contract price ≥ applicable cost ÷ (1 − contract floor)
07 · high
The agreement ended, but orders are still being priced from it. The customer keeps a discount nobody renewed, and an expired SPA no longer protects your cost.
Nominal No sales at a contract price after its end date
08 · high
You sold at the special price the supplier agreed to support, but the ship-and-debit claim was never filed for all of it. Sales in the last 45 days are claims in flight; unclaimed units inside the supplier’s 90-day window are money you can collect now; older ones are likely lost.
Nominal Every qualifying SPA unit claimed (allowing 45 days in flight)
30 · medium
The agreement has no end date (or a “never” date such as 2099). Its price has no review and won’t move when cost does.
Nominal Every contract and SPA carries an end date
31 · high
The contract names a ship-to, but invoices to the customer’s other ship-tos were billed at the contract price too. The agreement’s scope crept, and nobody re-priced it.
Nominal Contract prices only on the ship-tos the agreement names
32 · medium
The contract price was granted for a volume commitment, and the customer is buying under 80% of it (pro-rated for the time the contract has run) while keeping the price.
Nominal Units bought ≥ 80% of the commitment, pro-rated
26 · high
The customer’s own freight terms say they pay (prepaid and add, or an order under their free-freight threshold), but the order shipped with no freight billed. Your own terms, not applied.
Nominal Every order shipped on prepaid-and-add terms (or under the free-freight threshold) carries a freight charge
27 · medium
Orders under $50 cost more to pick, pack and invoice than they earn, and shipped with no small-order charge (contract and vending accounts exempt).
Nominal Orders under $50 carry your small-order charge
28 · high
A volume-rebate period closed more than 60 days ago, and the supplier has paid less than the program’s tiers say you earned on your purchases.
Nominal Every closed program paid in full within 60 days
29 · low
A current rebate program is on pace to finish just under its next tier (within 10%), with time left to plan purchases.
Nominal No program ends just short of a tier without a decision
09 · high
The book price is off its line’s rule by almost exactly the pack quantity: a box priced as one piece, or one piece priced as the supplier’s box. Classic EA-vs-BX setup error.
Nominal Book price ≈ the line’s rule for the item’s own unit of measure
10 · medium
The same manufacturer part number is set up under two suppliers (often direct and through a master distributor), each priced by its own line’s rule. Customers and your own desk find the cheaper one.
Nominal One manufacturer part = one sell price, whichever supplier you buy it from
12 · medium
An active item has no cost, no product class or no supplier. Its margin cannot be measured and no line rule can protect it, so it is invisible to every other check.
Nominal Every active item has a cost, a class and a supplier
13 · medium
The same item number appears more than once. Order entry, EDI and the web store may each pick a different row.
Nominal Each SKU appears once
14 · medium
An active item has no book price, or $0.00. If that means “quote at order,” flag it so; otherwise it can ship free through EDI or the web store.
Nominal Price > 0, or the item is flagged quote-only
15 · low
The item is marked obsolete or discontinued but still carries a live price, so it can still be ordered at a price nobody maintains.
Nominal Obsolete → no live price
16 · medium
A higher quantity tier costs MORE per unit than a lower one, so buying more costs the customer more. It erodes trust and usually hides a keying error.
Nominal Tier n+1 ≤ tier n
17 · low
All quantity tiers carry the same price: no reason to buy more, and usually a copy of the book price.
Nominal At least one step down across the tiers
18 · medium
Optional module, run only inside a supplier series that carries size columns: a bigger (or longer) item sells for less per piece than a smaller one in the same series — often a supplier list error your multiplier passed straight through.
Nominal Inside one supplier series, per-piece price never falls as size grows
19 · high
Items dispensed from a customer’s vending machine are billed at a price that differs from that customer’s own contract or tier price (plus any vending fee in the agreement). Machine prices are set once and forgotten while the price file moves.
Nominal Machine price = the customer’s contract or normal price (within 1%)
20 · high
The machine log shows more units dispensed than were ever invoiced: your stock left the machine and was never billed. Check items with no ERP cross-reference first; an unmapped customer part number is the usual cause.
Nominal Invoiced units = dispensed units (allowing the current billing cycle: 2 units or 2%)
21 · low
A bin still holds stock but nothing has been dispensed for 180 days or more. It ties up your inventory in the customer’s crib and takes a slot a moving item could use.
Nominal Every stocked bin dispensed within 180 days
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Your price file, contracts, invoices, vending log, customer master and supplier programs cover all 35 checks. What a few exports still can’t show: carrier bills and fuel surcharges, landed cost (freight-in and duty), the rebates you pay customers, credits and returns, and the history behind each exception. Freight alone typically absorbs 60–150 bp of revenue (SPARXiQ, writing for NAW, 2021), so the X-Ray’s number is a floor. That is where the Margin Diagnostic goes next, and what Margin Guard watches every month afterwards.
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