Updating Pricing for Future Dates (Boarding/Daycare/In Home)

If you wish to plan for a price change in the future, Pet Manager can contain several Price Lists that are applicable over different dates.

Access Pricing

To access pricing go to the Settings menu then Select Invoicing & Pricing and then Price Lists from the left column.

Price lists are lists that can contain different pricing for various rules that apply to your particular facility.

In this case below we have 3 price lists - one for boarding, one for daycare and one for additional charges. You can combine all the pricing into a single price list if that suits you better.

You will notice that some of these price lists have an under the column for specific dates. That is because these price lists always apply - they do not yet have a specific date range that they apply to. One of them does utilise specific dates and a start and end date. We will be utilising this feature to allow for future pricing.

There are 2 steps to this process

1. Using Update Future Pricing

To update to new pricing, please click the dropdown arrow on the end of the View Prices button next to the price list you wish to copy and select Update Future Pricing. 

You will then be prompted with the following dialogue box.

• New Price List Name - We recommend something like "Pricing from [date when new pricing starts]" - e.g. Pricing from 1 Feb 2025. Although you can provide any name you wish here.
• New Start - Start date for the new price list to apply. Bookings that have dates that are after this date will attract the new pricing. 
• New End - End date for the new price list. Normally set this to a date in the distance future so that the new price list applies to any bookings you get for the future.
• Created After - Set this date for when you want to start applying the new pricing and stop honouring the old pricing. Setting this date will affect new bookings and existing bookings (only when they are edited) from this date onwards. This functionality allows you to honour old pricing for bookings created up to a certain date that isn't necessarily the date that the new pricing starts from.
  e.g. Your new start date for the pricing is 1 Feb 2025, but the current date is 1 July 2024 and you want to start charging people the new pricing from today if their booking has dates after 1 Feb 2025. You would set Created After to 01/07/2024.
• Old Start - The date from which the old price list applies. If the old price list didn't have start and end dates, this would not be populated. In this case, set it to the distant past.
• Old End - The date until which the old price list applies. If the old price list didn't have start and end dates, this would not be populated. In this case, set it to the day before the New Start date.

Once you set the fields to the values you require and press Save, you will be presented with an entirely new price list with the name you have selected. 

At this point you can drag and drop the new price list into any order you wish by holding the mouse down on the up/down icon and dragging into place.

Price lists apply in order down the page, matching on the pricing rule that applies. If a price list is only applicable to specific dates then be aware that it will only apply to bookings that have days within that date range. If a booking's dates cross multiple price lists then the days that are applicable for each price list will apply for those specific dates.

A description of the settings selected in the image above:

Price list 1 - Boarding from 1 Feb 2025 - the pricing contained within this price list will apply from 1 Feb 2025 until 31 January 2028. The pricing will only apply to any bookings created after 15 July 2024 (Australian dates).

Price list 2 - Boarding - the pricing contained within this price list will apply to bookings with dates from 1 Feb 2022 until 31 January 2025. However - the end date will be ignored and this pricing will continue to apply into the future for bookings created before 15 July 2024. This allows you to honour this old pricing for older bookings.

If you are subscribed to the Multi-Site or Enterprise edition you can also select a specific location for this price list. This enables you to have different price lists for each site/location that you are operating. The location will be copied if you use Update Future Pricing.

2. Update Pricing in the New Price List

Click the View Prices button next to the new price list that you just created.

You can then proceed to change the prices to the new ones applicable for this date range by either clicking on the price itself, changing the price and pressing the tick button, or by clicking Edit on the price you wish to edit and changing it on there.

Do this for all of the prices you wish to update in the price list.

If you want to change the rules for the pricing to different rules then you can also do that from the edit screen. 

Note: If you setup new pricing that applies to bookings that are already in the system, they will not automatically update unless you edit the bookings. If you edit an existing booking that now has new pricing applicable, the system will recalculate the difference and show the difference as a new item to invoice. You can then Invoice & Consolidate to make one neat invoice on the booking.
If you wish to honour old pricing when editing a booking ensure you are utilising Honour Pricing for bookings created before and Bookings Created After settings as shown in step 1.