Conditional pricing is useful when the same item needs different prices. For example, you can have one price margin for a medicine that is used in the clinic. You can have a different price margin if the same medicine is sold to the client to take home.
You can also have different prices for the same medicine depending on the species. For example, you can set a specific handling or injection fee for one species. With conditional pricing, you can use one item with different prices instead of creating separate items for each species or usage type.
Requirements for Conditional Pricing
Handling fee and injection fee rules only work when the fees are added as separate invoice rows. To check this, go to Settings > General > Clinic location > Handling & injection fees. Make sure that Handling fee method and Injection fee method are both set to Add fee as a separate invoice row, and then select Save.
You need the Conditional pricing user permission.
Some conditional pricing features are rolling out gradually: the Partial markup percentage action, the rule status filter, archived rules, and the price warning in the consultation. If you do not see one of these features, it is not available for your organization yet.
Note: Conditional pricing has moved from Settings > Lists & Templates to Catalog > Items > Conditional pricing.
How Conditional Pricing Rules Work
Conditional pricing rules apply only to items that are added directly to a consultation, counter sale, or invoice. The rules do not apply yet to items in bundles, estimates, or alternative pricing lists.
A conditional pricing markup rule adds its markup to the standard markup of the item. The rule does not replace the standard markup.
For example, an item has a standard markup of 100%, and a rule adds a 20% markup for horses. When the conditions of the rule are met, the total markup is 120%. When the conditions are not met, the markup stays at 100%.
Partial markup percentage rules work in the same way. The partial markup is added to the standard markup only when part of a pack is dispensed or administered.
Create a Conditional Pricing Rule
Go to Catalog > Items > Conditional pricing.
To add a new conditional pricing rule, select New rule.
Add a name for the rule.
Under Rule status, select Active to use the rule after you save it. To save the rule as a draft, select Inactive (do not apply rule).
Under Choose locations, select one or more clinic locations and clinic location groups (if used in your system) that you want to apply the rule to. Leave both fields empty to apply the rule to all locations.
Define the conditions for the rule. You can combine multiple conditions by selecting + Add condition. Available condition types are: Item type, Usage type, Species, and Item category. The values available in the Value field depend on the condition type selected.
Note: Item category is only available if your clinic uses Pricing Hub. If your clinic does not use Pricing Hub, Item category shows as a condition, but you cannot add a value. For more information about item categories, see Create and Manage Item Categories.
Select the Action to apply when the conditions are met. Available action types are:
Markup percentage: Applies a specific markup percentage to the item price. The markup is added to the standard markup of the item.
Partial markup percentage: Adds an extra markup only when part of a pack is dispensed or administered, for example part of a box or part of a bottle. The price of a full pack does not change.
VAT group: Applies a specific VAT group to the item.
Exclude handling fee: Removes the handling fee for items that match the conditions.
Exclude partial handling fee: Removes the partial handling fee for items that match the conditions.
Exclude injection fee: Removes the injection fee for items that match the conditions.
Handling fee item: Replaces the default handling fee procedure with a different procedure item for items that match the conditions.
Partial handling fee item: Replaces the default partial handling fee procedure with a different procedure item for items that match the conditions.
Injection fee item: Replaces the default injection fee procedure with a different procedure item for items that match the conditions.
Select Save.
The rule is saved and shows in the list of conditional pricing rules.
Manage Conditional Pricing Rules
The Conditional pricing tab under Catalog > Items lists all conditional pricing rules. Each rule shows its conditions and its action.
To find a rule, enter the rule name in the search field.
To filter the list by rule status, select Active, Inactive, or Archived.
To edit a rule, select the pencil button.
To delete a rule, select the trash can button, and then select Delete. A deleted rule is archived. To see archived rules, select the Archived filter.
Price Warning in the Consultation
When you add an item to a consultation, a warning banner shows in the item dialog if conditional pricing rules can change the final price of the item. The rules can change the markup, the handling fee, or the injection fee. The price in the item dialog can then differ from the price on the invoice.
Conditional Pricing Examples
Example 1: Apply a Markup to Medicines Dispensed to Cats
You create a conditional pricing rule to apply a 10% markup to all medicine items when they are dispensed to cats. You set up three conditions: Item type is Medicine, Usage type is Dispensed, and Species is Cat. When all three conditions are met, the Markup percentage action adds a 10% markup to the item price.
Example 2: Exclude Injection Fees for Administered Monthly Injections for Dogs
You create a conditional pricing rule to exclude the injection fee for dogs receiving monthly osteoarthritis injections administered at your clinic. You set up three conditions: Item category is your item category for osteoarthritis medicine items, Species is Dog, and Usage type is Administered. When all three conditions are met, the Exclude injection fee action removes the injection fee for the items in the item category.
Example 3: Use a Specific Handling Fee Item for Horses
You create a conditional pricing rule to use a specific handling fee for medicines dispensed to horses at your equine clinic. You select your equine clinic in the Clinic location field so the rule only applies there. You set up two conditions: Species is Horse, and Usage type is Dispensed. When both conditions are met, the Handling fee item action replaces the default handling fee with the procedure item you select, for example your equine handling fee item.
Example 4: Use Different Consultation Prices for Different Species
You create a conditional pricing rule so that one consultation item costs more for horses and rabbits, instead of creating a separate consultation item for each species. You set up two conditions: Item category is your item category for consultations, and Species is Horse or Rabbit. When both conditions are met, the Markup percentage action adds a 20% markup to the consultation price.
Example 5: Use a Different Markup on Antibiotics for Farm Animals
You create a conditional pricing rule to use a different markup on the same antibiotic for cows and sheep, without separate farm items. You set up two conditions: Item category is your item category for antibiotics, and Species is Cow or Sheep. When both conditions are met, the Markup percentage action adds a 15% markup to the item price.
Example 6: Add a Markup on Part of a Pack
You create a conditional pricing rule to cover the cost of opened packs. When you dispense part of a box or use part of an opened bottle, the rest of the pack can expire before you sell it. You set up one condition: Item type is Medicine. The Partial markup percentage action adds a 10% markup when part of a pack is dispensed or administered. The price of a full pack does not change.
Example 7: Exclude the Handling Fee on Dispensed Parasiticides
You create a conditional pricing rule so that repeat flea and worm treatments stay competitively priced. You set up two conditions: Item category is your item category for parasiticides, and Usage type is Dispensed. When both conditions are met, the Exclude handling fee action removes the handling fee for those items.