Plan item overview

Modified on Tue, Aug 4 at 9:21 AM

Plan items are imported from your practice management software (PiMS) into Petly Plans during synchronization. During this process, the application searches the PiMS database for any item ID beginning with WP followed by a unique identification number — indicating it is a wellness plan item. Once found, those items are imported and appear on the Wellness Plan Items page.

How item synchronization works

WP code identification and import

Items must follow the WP naming convention to be recognized

During synchronization, the application scans the PiMS for any item ID starting with WP (e.g., WP500, WP1000). Matching items are imported automatically and appear on the Wellness Plan Items page.

Important — PiMS changes are not automaticIf an item isinactivated or deleted in the PiMS, it is not automatically updated in Petly Plans. It must be manually deactivated to remove it from all templates. This does not affect existing plans that already include the item — the item must also be manually deleted from those plans individually.

If an item isreactivated in the PiMS, it must also be reactivated within Petly Plans and added to the appropriate templates for future use.

Wellness Plan Items page

What each item record displays

Each item record on the Wellness Plan Items page displays the following information:

Item ID— unique identifier from the PiMS

Description— item name imported from the PiMS

Unit price— price imported from the PiMS

True value— price used during plan cancellation if different from unit price

Sex— sex the item is associated with, if applicable

Type— inventory item (I) or service item (S)

Unlimited quantity— whether unlimited usage is allowed with plans

Usage group— group the item is associated with, if any

Sync usage— whether usage synchronizes nightly with the PiMS

Renewal plans— whether the item is added to renewal plans

Administrators also have the option to add special instructions, edit item information, deactivate an item no longer in use, or reactivate an inactive item.

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Edit Wellness Plan Item — Item Information area

Data imported from the PiMS — read-only within Petly Plans

The Item Information area of the Edit Wellness Plan Item dialog box displays data imported from the PiMS during synchronization, including the item ID, description, unit price, and type. These fields are informational only.

Note: If any of this information is incorrect, correct it in the PiMS and synchronize the databases. The updated information will then appear in Petly Plans.

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Edit Wellness Plan Item — Item Options area

Administrator-configured settings for each plan item

The Item Options area is where administrators configure how each item behaves within Petly Plans.

Option	Description and examples
Unlimited Usage	Set to Yes if there is no limit to the number of times this item can be used. Examples include nail trims, co-pay exams, and technician office visits. Set to No if a specific quantity applies.
Sex	Associate the item with a specific sex if applicable. If a pet's sex is not listed in the PiMS, or is changed after plan creation, the item will not be included on their plan.
True Value	The price to charge for this item when cancelling a plan, if different from the PiMS price. Example: if an exam normally costs $40 but the wellness co-pay is $10, the true value is $30 — ensuring the practice receives the full exam fee upon cancellation. If the true value is the same as the PiMS price, the word same displays in the field.
Sync Usage	Set to Yes if usage should sync nightly with the PiMS. Set to No for items associated with the initial membership fee or first month's payment, which may not require nightly sync.
Include on Renewal Plans	Set to Yes if the item should carry over to renewal plans. Set to No for items that should not renew — for example, neuter or spay procedures.
Usage Group	Assign the item to a usage group. When one item in the group is used, all other items in the same group are automatically marked used. Example: an x-ray item assigned to a Radiographs group.
Instructions	Add usage rules that will alert staff when the item is selected. Example: "Pet must be less than seven months of age to use this service" for puppy spay/neuter items.

Administrator actions

Available actions from the Wellness Plan Items page

Add special instructions to an item

Edit item information and options

Deactivate an item no longer in use

Reactivate an inactive item

Related resources