Plan item usage history report overview

The Plan Item Usage History Report page has links to several preset reports and an option to build a custom report. The preset reports help an administrator quickly retrieve information about items used on preventative care plans.

Usage relates to invoicing in the practice management software (PiMS). When the application synchronizes with the PiMS or items are manually updated in the application, usage is updated. Preset reports include plans with any status, are based on the date the item was marked used, including unlimited items.

Preset reports include:

• Item Usage by Year: View all items used in a selected year.
• Item Usage by Month: View all items used in a selected month.
• Grouped Item Usage by Month: View each group item automatically marked used because a different item associated with the group was used in a selected month.
• Unaddressed and Unmatched Item Usage: View used items that were not matched to a plan and not addressed.

It is also possible to create a report using the Build Custom Report button. When selected, an Advanced Filters page displays options to narrow the report. As soon as the report is generated the application searches the database for records that match the criteria.

Filters include:

Item(s) to Include selection list: View a specific item(s) that was used.

Items(s) to Exclude selection list: Enter each item that should be eliminated from the report.

Matched to a Preventative care Plan checkboxes: View used items with a corresponding item on a preventative care plan or view used items that do not have a corresponding item on a preventative care plan

 Options

• Matched: View item usage matched to a plan.
• Unmatched – Unaddressed: View item usage that does not have a corresponding item on a plan but has not yet been addressed.
• Unmatched – Addressed: View item usage that does not have a corresponding item on a plan but has been acknowledged as such by an administrator or manager.

Unmatched Reason checkboxes: View the reason for an item being unmatched with any item listed on a plan.

 Options

• Plan Change: View unmatched item usage caused by a plan change. This would occur if the item was on the previous plan but not on the updated plan.
• Usage Sync: View unmatched item usage caused by the item usage sync. This would occur if an item was invoiced within the PiMS but was not included on the plan.

Wellness Plan Status checkboxes: View item usage for plans assigned the selected status(s).

Options

• Active: View items used on plans that are currently in progress or on hold.
• In Progress: View items used on plans currently in progress.
• On Hold: View items used on plans that are temporarily halted.
• Inactive: View items used on plans that have been canceled, plans that are renewal plans not started yet, plans completed and renewals activated and plans that have been changed to a different plan prior to Petly Plans v1.4.1.
• Canceled: View items on plans that have been discontinued.
• Difference Paid: View items used on plans where the client paid the difference of the non-discounted price of items used minus payments made to date when the plan was cancelled.
• Difference Paying as Scheduled: View items used on plans where the client chose to pay the difference of the non-discounted price of items used minus payments made to date on the normal monthly schedule until the amount owed is reached.
• No Payment Needed: View items used on plans where the No payment needed option was selected when canceling the plan.
• Paying as Scheduled: View items used on plans where client chose to pay the remaining cost of the plan on the normal monthly schedule.
• Payments Paid Out: View items used on plans where the client paid the remaining cost of the plan when it was cancelled.
• Opted Out: View items used on plans past their ending date where the renewal status had been set to Do Not Renew.
• Completed: View items used on plans completed and renewal plan activated.
• Plan Changed (legacy): View items used on plans prior to v1.4.1 that were modified or changed to a different plan while in progress and have a status Plan Changed.
• Renewal: View items used on manual or automatic renewal plans that have not started yet.
• Automatic Renewal: View items used on renewal plans that were automatically created but not started yet.
• Manual Renewal: View items used on renewal plans that were manually created but not started yet.

Item Usage Date options: View items used within a specified date range.

Options:

Month & Year lists: Only view items used within the selected month and year.

Year list: View items used in a selected calendar year.

Date Range from/to fields: Only view items used on or within the specified set of dates.

Columns to include checkboxes: Indicate which column(s) to display on the report. 

Options:

• Item ID: Display the unique identification code assigned an item.
• Description: Display the name of the used item.
• Usage Group: Display the name of the group to which the item is associated.
• Quantity Used: Display the number of an item used.
• Price at Usage: Display the price of an item at the time it was used.
• Usage Matched: Display whether or not an item usage was matched to a plan.
• Reason Unmatched: Display the reason for an unmatched usage.
• Practice Management Pet ID: Display the unique pet identification code listed on the invoice associated with an item usage.
• Practice Management Item ID: Display the unique plan identification code listed on the invoice associated with an item usage.
• Practice Management Invoice ID: Display the unique PiMS invoice ID associated with the invoice from which an item usage was added.
• Price: Display the unit price of a used item.
• Date Used: Display the date on which an item was used.
• Client ID: Display the ID of the client associated with the plan on which an item as used.
• Last Name: Display the last name of the client.
• First Name: Display the first name of the client.
• Pet ID: Display the ID of the pet associated with the plan on which an item was used.
• Pet Name: Display the name of the pet.
• Start Date: Display the start date of the plan.
• End Date: Display the end date of the plan.
• Plan Type: Display the abbreviation for the type of plan on which an item was used.

The generated report will display the total number of records found and the total dollar value of used items. Below this information is a list of records that match the selected criteria. The View Plan link to the right of each line item can be used to display the plan associated with the item in a separate tab on the browser. The Unaddressed & Unmatched Item Usage report will also display a Mark as Addressed option, which is used to acknowledge an item mismatch. A mismatch can occur if an item was invoiced but was not included on the plan, if an item was invoiced and the pet does not have an active plan, or if an item was used on a plan that was then changed to a different plan that did not have the item.