Tracking costs for in-house animals

This process shows you how to track the costs associated with tracking how much you are spending on animals while they are in your care. 

You will need to have the Products & Services module enabled to employ this process. If you do not have this module currently active on your site, please contact support@shelterbuddy.com.

Adding Costs to the Animals:

1. Ensure that all Vet Treatments, Medications and Procedures are linked to a Product or Service. Make sure that each of them has a valid cost and GL Code (account) applied. Click this link for more information on how to link them: Add Vet Treatment to List and Link it to Auto-Allocate Fees
2. Whenever one of these elements is applied to the animal's file now, it will automatically add a cost to the animal's record in the Sell Products / Services link (accessible via Animal Menu on either the Animal Details or Medical Details page, and via Costed Clinic Consultation page. 
3. Add any additional fees that may be incurred directly to Products and Services, complete with valid costs and GL Codes (accounts). For more information on adding Products and Services, click this link: Products and Services
   • Hospitalisation costs
   • Anaesthetic costs
   • Surgery costs
   • Costs for dressings and wound care
   • Daily boarding costs
   • Laboratory fees
   • Consultation fees
   • Any other fees that cannot be directly applied as a Vet Treatment, Medication or Procedure. 
• This should include fees for such things as:
4. For best results, use Costed Clinic Consultation to record all veterinary work: this enables you to log additional fees at the same time as recording veterinary information. If you don't have Costed Clinic Consultation on your site, contact support@shelterbuddy.com for more information. For further information on this module, click this link: Costed Clinic Consultations
5. Use the Sell Products / Services link in the Animal Menu for each animal to verify that all associated costs have been applied. Add any that are missing.

Reporting on Costs:

1. To verify that all treatments, medications, procedures and associated costs have been applied, use report 445 "Cost of Animal Report". *If this report is not available on your site, please contact support@shelterbuddy.com. 
• This report enables you to view all animals that had costs assigned to animals as well as information such as:
  • How the item was added (e.g. as a Vet Treatment, Medication, Product, etc)
  • The name of the item
  • The date it was added (Date Ordered)*
  • The size of the animal
  • Animal Type and Breed*
  • The Dispatch job number* if linked to one
  • Emergency Boarding Reason(s)*
  • The Agency or Rescue/Shelter that presented the animal to you for care*
  • Price Levels*
  • The report can be filtered by any of the above fields marked with an asterisk (*)
2. The report offers options to show Products Charged to Customer and/or Sold Products. 
   • Show Products Charged to Customer: Mark this box to limit the report return only to products that were marked "Charge to Customer". If left unchecked, the report will exclude these items.
   • Include Sold Products: This box will only function if "Show Products Charged to Customer" has been marked. Leave this box unmarked if you want to display only those items that have been charged to a customer but not charged to a receipt. Mark this box if you want to display all items charged to a customer, whether charged to a receipt or not.
   • Leave the above both unmarked if you untick the "
   • Show Products Charged to Customer: Mark this box to limit the report return only to products that were marked "Charge to Customer". If left unchecked, the report will exclude these items.
   • Include Sold Products: This box will only function if "Show Products Charged to Customer" has been marked. Leave this box unmarked if you want to display only those items that have been charged to a customer but not charged to a receipt. Mark this box if you want to display all items charged to a customer, whether charged to a receipt or not.
   • Leave both the above items unmarked if you routinely unmark the "charge to customer" box. 
   • If you mark some items "charge to customer" and unmark others, you may need to run this report multiple times to ensure you've picked up all the items (once for each variable)
3. The report will show totals for each price level